S3.2.1 Persons Coding

Two Line entry

A two-line entry is where you want the entry to appear in the index with a main heading and a subheading e.g. the name JOHN MILLER would be shown as:

MILLER
JOHN,

The coding for this would be ?pJOHN ?nMILLER?z. The computer reads from ?z back to ?n and will set up any item in between those letters as a heading. It will then read from ?n to ?p and set up items in between those letters as a subheading

So, if in your Minute you had the name Angela Shaw you would code it ?pANGELA ?nSHAW?z and the entry in the Index would read

SHAW
ANGELA,

One Line Entry

A one-line entry is where you do not want the item to appear as a heading and subheading e.g. the name NATIONWIDE BUILDING SOCIETY would appear in the index purely as NATIONWIDE BUILDING SOCIETY. It would not make sense to have a heading of “Nationwide” and subheading of “Building Society”. The coding in this case would be:

?p?nNATIONWIDE BUILDING SOCIETY?z.

“OR” Women

In the case of a married woman a “?n” is inserted before the maiden name. The computer is programmed to index the party under the maiden name and under the married (or all the married) surname(s).

e.g. ?pMARY ?nBROWN OR SMITH?z

Note: The word “or” between the maiden names in the minute must be in capital letters.

The above name will appear in the Index as

BROWN  SMITH
MARY and MARY

When completing Sasine Application Forms (SAF), Agents will sometimes insert the first surname in the “forename” box instead of the “surname” box. If this is not changed by the person doing the Intake check, the entry in the skeleton Minute will appear as 

?pDENISE SMITH OR ?nJONES?z. 

You must change the Minute to read 

?pDENISE ?nSMITH OR JONES?z.

Nobility

Nobility are shown in the index immediately after ordinary surnames. Names that contain a full name and a family title should be double indexed. This is achieved by using the code letters ?p?g and ?z. The ?g is for gentry.

e.g. ?pMARY ARMSTRONG MANSON ?nGOWER?z, ?pCOUNTESS of ?gLOCHEAD?z

In the above example, the entry in the index would read:

LOCHEAD
COUNTESS OF,

The Minute would show the whole of the name (in capitals).

SIR ?pGUY DAVID INNES ?nKER?z, TENTH ?pDUKE OF ?gROXBURGH?z
?pEARL OF ?gSEAFIELD?z
?pVISCOUNT ?gREIDHAVEN?z
?pBARONESS ?gWILLOUGHBY DE ERESBY?z
?pALEXANDER GEORGE ?nGORDON?z, SEVENTH ?pMARQUESS OF ?gABERDEEN AND TEMAIR?z

Firms

Firms bearing an individual's name e.g. firm of WILLIAM HUGHES are coded using ?p?f and ?z. This is because they should appear after the “ordinary” name entries and using a ?f allows the computer to recognise this. Use of the ?f also instructs the computer to put the word (firm) after the main heading.

e.g. firm of ?pWILLIAM ?fHUGHES?z

HUGHES (FIRM)
WILLIAM,

Firms and companies with a “family” name are indexed in the same manner as ordinary people using ?p?n?z.

e.g. ?pJOHN ?nSMITH AND COMPANY LIMITED?z would appear as:

SMITH AND COMPANY LIMITED
JOHN,

?pALAN ?nBROWN AND SON?z

BROWN AND SON
ALAN,

Code Firm names which consist of two or more full names as follows:

?pMARY ?nBLACK AND JOAN CAMERON?z

BLACK AND JOAN CAMERON
MARY, 

Firms with one name e.g. BURTONS are coded as follows:

?p?fBURTONS?z 

BURTONS (FIRM)

Regional, District and Islands Councils

All regional, districts and island councils will be coded using ?p?n?z

e.g. ?p?nSTIRLING DISTRICT COUNCIL?z
?p?nLOTHIAN REGIONAL COUNCIL?z
?p?nSHETLAND ISLANDS COUNCIL?z

Town Councils

The former Town or Burgh Councils may be minuted in one of several ways, e.g. Provost, Magistrates and Councillors of Royal Burgh of Aberdeen, Town Council of Aberdeen or Corporation of City of Aberdeen and the computer must be instructed to recognise and combine all variations. This is done by inserting a “?h” immediately before and a “?z” immediately after the town name. The computer is programmed to print out, in all variations, the town name followed by the words “TOWN COUNCIL”.

e.g. PROVOST, MAGISTRATES AND COUNCILLORS OR ROYAL BURGH OF ?hABERDEEN?z appears in the index as:

ABERDEEN TOWN COUNCIL

PLC

Company entries which include a “PLC” are coded without spaces or punctuation between the initials “PLC”.

e.g. ?p?nCLYDESDALE BANK PLC?z

Bank of Scotland

Governor and Company of Bank of Scotland is coded:

GOVERNOR AND COMPANY OF ?p?nBANK OF SCOTLAND?z

Knights and Ladies

Only the common name is coded:

e.g. SIR ?pJAMES ?nMILLER?z

LADY ?pJANE ?nMILLER?z

Hyphenated Surnames

Hyphenated/double barrelled surnames are indexed under the first surname:

e.g. ?pJOHN ?nGORE-SMITH?z

Hyphenated “or women” will be coded in the same way as “or women”:

e.g. ?pMARGARET ?nSHOLTO-DOUGLAS OR TROTTER?z

Executors

Where you have a deed granted by e.g. Executor of ?pAMANDA ?nHUTCHIE?z the code letters are placed around the name only as we do not index under the heading “Executor”.

Initials

If a coded item contains initials, these should be separated by spaces, not by full stops.
e.g. ?p?nH F C BANK?z
?p?nR S P C A?z
?p?nA I B GROUP (U K) PLC?z

The two exceptions to this are:
(a) PLC (as mentioned earlier) is not separated by spaces, thus:
?p?nT S B BANK PLC?z
(b) The abbreviation “ST” must be followed by a full stop.

Company

Company may be coded in full or abbreviated:

e.g. ?pGEORGE ?nWIMPEY AND CO LIMITED?z

?p?nSUNBLEST BAKING COMPANY?z

Follow your deed and minute accordingly.

NB: There is no full stop after “CO”.