GUIDE TO HOW NAMES ARE INDEXED IN THE
COMPUTER
This is a general guide as
to how the Registry creates the indexes and how you can best use the computer
to search the indexes.
The Registry enters
names in the computer as they appear on the original instrument, surname
first, given name second, without
alternate spellings or corrections except as indicated below: Our system does not recognize punctuation, so
any entry that has (.,-) is treated like one continuous word.
1.
Obvious
misspellings and/or obvious differences between the printed name and the
signature may be cross indexed.
2.
When
numbers appear in the beginning of a name, they will be indexed as presented.
3.
When
a word is an Arabic numeral, the numeral will be entered as presented.
4.
When
a word is a number spelled alphabetically, the name will be entered with the
alphabetic spelling of the number as presented.
5.
When
a word is an obvious Roman numeral, the name will be entered with the Roman
numeral as presented.
Example: Name presented: Thirty Five Broadway Realty Trust
Index as: Thirty
Five Broadway Realty Trust
Example: Name presented: 35 Broadway Realty Trust
Index as: 35
Broadway Realty Trust
Example: Name presented: XXXV Broadway Realty Trust
Index as: XXXV
Broadway Realty Trust
General Rule: A name will be indexed the way it is
presented. When searching a grantor or
grantee that has a number in its name check for it under the new rule and the
old rule to insure that you do not miss an entry.
6.
Hyphenated
single words will be typed with a hyphen or space. (Example:
"Co-operative" will be typed as "Co-operative").
7.
Hyphenated
names will be typed with a hyphen.
(Example: "Smith-Jones"
will be typed as "Smith-Jones") and should be searched as
Smith-Jones.
8.
An
ampersand will be used for the word "and" and will be typed with a
space before and after the ampersand.
9.
Terms
such as "as Trustee", "Estate of",
"Administrator", "Conservator", "by Attorney", do
not affect the position of the name. The
name will be indexed first, with the title to follow. (Example: A deed with the Grantor clause
reading "John Jones as Executor of the Estate of Mary Smith" will be typed:
"Jones, John (EXOR)”*
"Smith, Mary (EXOR)”*
A forward slash means the word “by”.
Example “Smith, Mary (Est/Exor)”
*You cannot
enter words that are in parentheses when doing a search, or nothing will
appear. Just enter the name, if they have a title it will appear on the screen.
10.Initials will be typed both with a space between
each initial and without a space between each initial. Periods are not used. (Example: "A.B.C.
Corporation" = "ABC Corp." and "A B C Corp."
Exception: If there is a hyphen between
initials then the initials will be typed only with a space.
Example:"A-B-C Corporation" = "A B C
Corp."
11.Human surnames such as O'Brien, La
12.Name endings such as "Jr."
"Sr.", "Third", are considered
part of the given name. "Jr."
and "Sr." will be typed in their abbreviated form. (Example: "John Jones, Senior" =
"Jones, John (Sr) or “Jones, John (III)."
1.
Where
there is more than one letter for the initial, the name will be entered as presented. (Example: "John McC.
Jones" = "Jones, John McC.")
2.
Corporations,
companies, towns, trusts, clubs, and associations are treated in their entirety
as surnames.
3.
The
words Inhabitants, National Association and Incorporated, will be abbreviated
as Inh, NA, Inc., when they
appear as the last word in a company name.
4.
When
a company name has repeatedly and consistently been treated in one
particular way so as to have acquired an accepted and established written
form, an unusual and dissimilar treatment of the name, one which is immediately
recognized as differing from the established form, will,
generally, be cross indexed so as to include the established usage.
5.
The
word "The" is not used when it begins a name.
Example: "The Bank of
6.
Agencies,
divisions, departments of a Town, County, State or the