1. Section 1 – General Person
1. A. Name Standards

1

Last Name

Standard

Use the legal last name with all spacing, capitalization, hyphens, and punctuation as given by the person.

Special cases

Two non-hyphenated Last Names

Enter both last names in the Last Name field.

Foreign Alpha Characters

Use alphabetic characters that most closely approximate the foreign characters.

Greater than 30 characters

Names greater than 30 characters will truncate. Individual offices will have to devise their own procedures in dealing with this issue for correspondence.

Violations

Don't delete or type over existing names.

Don't put prefixes or suffixes in First Name or Last Name fields.

Special Cases

Appostrophe

Nancy May O'Larson would be entered as follows:

Last      First    Middle

O'Larson    Nancy    May

Abbreviated Last Name

Patricia Jane St. James would be entered as follows:

Last      First    Middle

St. James    Patricia  Jane

Capitalization

Linda Adele van Allen would be entered as follows:

Last      First    Middle

van Allen    Linda    Adele

Hyphenated Last Name

Karen Ann Connolly-Tutalo would be entered as follows:

Last      First    Middle

Connolly-Tutalo  Karen    Ann

Two non-hyphenated Last Names

Monica Lou Adams Quinn would be defined and entered as follows:

Last      First    Middle

Adams Quinn    Monica    Lou

Spaces

Spaces should be avoided within the last name, whenever removal of a space does not significantly change the name. Spaces should be removed from such names as:

Name

Change to

Mc Donald

McDonald

Mac Pherson

MacPherson

Spaces are permitted if the name would be significantly changed if spaces were removed.

St. John

(No change)

Del la Rosa

(No change)

Van der Linder

(No change)

Hyphens

Hyphens may be used to separate double last names (sometimes used in ethnic names or by persons who wish to utilize their maiden and married names).

However, if there are two last names that are not hyphenated (e.g. Monica Lou Creton Quinton), Monica would be input at the first name, Lou would be input as the middle name and Creton Quinton would be input as the last name.

2

First Name

Standard

Use the person's full first name (legal name) and not their preferred or "known as" name while using all spacing, capitalization, hyphens, and punctuation as given by the person.

Special Cases

Hyphenated First Name

Ann-Marie Lorraine Wilson would be entered as follows:

Last      First    Middle

Wilson      Ann-Marie  Lorraine

Letter as First Name

E. Bette Dillehay would be entered as follows:

Last      First    Middle

Dillehay    E.    Bette

Letter and Second First Name

J. Anne Marilyn Werle would be entered as follows:

Last      First    Middle

Werle      J. Anne  Marilyn

Violations

Don't use commas in any part of the First Name

Don't put titles/spouses name in First Name like Mrs. Thomas Giles.

Don’t put preferred/nick names in the first name field.

Don’t use titles or prefixes in the first name field.

Punctuation

Apostrophe

L'Ann Rosemary Eshner would be entered as follows:

Last      First    Middle

Eshner      L'Ann    Rosemary

Spaces

Corinne Mary Teresa Hanley would be entered as follows:

Last      First      Middle

Hanley      Corinne Mary    Teresa

3

Middle Name

Standard

Use the person's full middle name while using all spacing, capitalization, hyphens, and punctuation as given by the person.

Special Cases

Spouse Name as Middle

When a woman marries and takes her spouse’s last name, her maiden name should be entered into the middle name field, unless otherwise directed by the person.

Sheri Marie Crabbe marries Randal Wilson would be entered as follows:

Last      First    Middle

Wilson      Sheri    Crabbe

Hyphenated Name

Lenore Marty-Stephens Hastings would be entered as follows:

Last      First    Middle

Hastings    Lenore    Marty-Stephens

Punctuation

Apostrophe

Samantha L'Ann Eshner would be entered as follows:

Last      First    Middle

Eshner      Samantha  L'Ann  

Amy J. Anne Boothe would be entered as follows:

Last      First    Middle

Boothe      Amy    J. Anne

Spaces

Christine Ann Marie Cunningham would be entered as follows:

Last      First      Middle

Cunningham    Christine    Ann Marie

Letter as Middle Name

Joy H. Hockenbury would be entered as follows:

Last      First      Middle

Hockenbury    Joy      H.

Violations

Don't use commas in any part of the Middle Name.

Don't use Nicknames or Preferred Names in the Middle Name field.

4

Prefixes & Titles

Standard

Optional. Use prefixes or titles only as requested by the person. Follow the abbreviations and punctuation as shown in Appendix A; otherwise spell it out in the Prefix field.

Special Cases

Abbreviation

Major Sarah Erin Bradley would be entered as follows:

Last      First    Middle  Prefix

Bradley    Sarah    Erin    Maj.

Mrs. Susan Jane Sandridge would be entered as follows:

Last      First    Middle  Prefix

Sandridge    Susan    Jane    Mrs.

Abbreviations

Description

Mr.

Mister

Ms.

Ms

Mrs.

Madam

Miss

Miss

Dr.

Doctor

Hon.

Honorable

Rev.

Reverend

Sr.

Sister

See appendix for more extensive list

Violations

Don't enter Prefix or Title as part of the First Name.

5

Suffixes

Standard

Use suffixes only as requested by the person. Suffixes should be entered in upper/lower case with punctuation as given by the person; otherwise follow the abbreviations and punctuation as shown in Appendix B.

Abbreviations

Registered Nurse Lisa Debra Davis would be entered as follows:

Last      First    Middle  Suffix

Davis      Lisa    Debra    R.N.

Eamon Edward Conlin III would be entered as follows:

Last      First    Middle  Suffix

Conlin      Eamon    Edward  III

Violations

Don't enter Suffix as part of the Last Name.

Don't enter commas as part of the Suffix.