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 Fitchburg Registry indexes are in true alphabetical order.

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:

1. Obvious misspellings and/or obvious differences between the printed name and the signature are cross indexed.

2. Previous index standards were: numeric names such as 123 Realty Trust were indexed both ways. Example: 123 Realty Trust and One Two Three Realty.

Currents indexes, when a name contains a number, Arabic numeral or Roman numeral, the following indexing rule shall apply:

a) When a word is an Arabic numeral, the numeral will be entered as presented.

b) When a word is a number spelled alphabetically, the name will be entered with the alphabetic spelling of the number as presented.

c) 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.

3. Hyphenated single words will be typed with a hyphen or space. (Example: "Co-operative" will be typed as "Co-operative").

4. Hyphenated names will be typed with a hyphen. (Example: "Smith-Jones" will be typed as "Smith-Jones").

5.

An ampersand will be used for the word "and" and will be typed with a space before and after the ampersand.

6. We do not use terms such as "as Trustee", "Estate of", "Administrator", "Conservator", "by Attorney". A deed with the Grantor clause reading "John Jones as Executor of the Estate of Mary Smith" will be typed "Jones, John

"Smith, Mary Est

Just enter the name, if they have a title it will appear on the screen.

7. 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."

8. Human surnames such as O'Brien, La France, Del Rio and Van Otto will be entered as is.

9. Name endings such as "Jr." "Sr.", "Third" “III", are considered part of the given name. "Jr." and "Sr." will be typed in their abbreviated form. (Example: "John Jones, Senior" = "Jones, John Sr."

10. Where there is more than one letter for one initial the first letter only is entered. (Example: "John McC. Jones" = "Jones, John M.")

11. Corporations, companies, towns, trusts, clubs, associations are treated in their entirety as surnames.

12. The words Company, Companies, Corporation, Incorporated, will be abbreviated as Co., Cos., Corp., Inc., unless such word is the first of a name.

13. The County of Worcester or Worcester County will be indexed as Worcester County and will not use the word "of".

14. 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.

15. The word "The" is not used when it begins a name.

(Example: "The Bank of Boston" = "Bank of Boston".

16. Aencies, divisions, departments of a Town, County, State or the United States will be indexed only by the Town, County, State or the United States of America not followed by the department, agency of division. Fitchburg City, Internal Revenue “USA”, Massachusetts Department of Revenue “Massachusetts Comm”.