US1344627A - Indexing and recording means - Google Patents

Description

A. Ri FERGUSSON.

INDEXING AND RECORDING MEANS.

"APPLICATION FILED JUNE 4, 1917.

UNITED STATES ALAN noBB rERGUssoN, or NEW YORK, N. Y.

INDEXING ANDfRECORDING MEANS.

vSpeci'cation of Letters Patent.

Patented June 29, 1920.

Application led June 4, 19:17. Serial No. 172,625.

T 0 all LU/wm may concern Be it known that I, .ALAN R. FnneU-ssoiN, a citizen of the United States, residing at New York, in the county of New York and State of New York, have invented certain new and useful Improvements in Indexing and Recording Means, of which the following is a speciiication.

This invention relates to means for indexing and recording names in such a manner that each of a large list of names will appear with its permanent tiling record upon its face, so that it may be instantly located or placed in a lile at any time thereafter. More particularly, the invention consists in the selection and translation of certain letters in each name, to be indexed, into numbers according to a predetermined plan; in then recording each resulting number upon a sheet or card, together with the name, and then arranging said sheets or cards in a tiling receptacle in a manner indicated by the numbers appearing thereon when read in the light of the predetermined plan to be hereinafter explained.

In many various kinds of records, such as correspondence records, insurance policies, automobile licenses,.tax records, and telcphone numbers, as well as a multitude of others, each policy or reco-rd is assigned a number, which in itself is quite meaningless. Under my new system if each of the records above enumerated be given a number, which is'readily attain able from the recorded name in accordance with a predetermined plan, such record will bear upon its face its complete filing history, and thus very greatly facilitate the correct and rapid filing and indexing of a multitude of such names.

I am well aware that numerous code or cipher systems are in use, and that in some of these systems the various letters of the alphabet have been assigned different numbers. However, the great essential in such systems is the inability of those not familiar with the code to translate the message. It is thus clear that the code message is not intended as a permanent record since it con- Veys no meaning in itself. My new system is completely distinguished from these code systems, first, in that the translation of the selected letters into numbers is permanent; second, in that the number in itself and by itself conveys all the information requisite to dealers, and to the key and guide, and to all other dealers with an account or record;

third, the number shows upon its face instantly, the place in which cabinet, which Y parts, using a triple series of numbers, thus enormously simplifying the system and making it possible to use a single digit for each letter of the alphabet. My invention is thus fundamentally different in nature, function and manner of use from the code systems above referred to.

It is one of the objects of this invention to effect a material saving in time by doing away with the numerous delays and tedious searching incident to an alphabetic recording system, such as the continuous consultation of an index to locatefpagev numbers in a ledger or record, and to classify entirely by number in such a way as to make any name immediately accessible without first consulting an index or the like, and at the same time, provide a system whereby every person whose name is indexed has a special number which is permanently attached to him, and is as immutable asL his name, so that wherever the individual may be the same number will follow and apply to him, and he can always be identified in correspondence, by wire, etc., by this number. If my system is applied generally, lthis number will be the number of the individuals automobile license, insurance policy, his tax record, his telephone number,l` and a key to every other record in which his 'name may appear, so that to the extent of the application `of my new system, one single number will instantly serve to locate any record in any place concerning any individual.

It is a further object of this invention to render much more accurate and. simple the matter of filing, re-filing and recording.

It is a further object of this invention to select according to a predetermined plan from the name to be filed, that combination of letters which will result in few or practically no duplications. A still futher object of this invention is to make provision for the indexing and filing of names havinga less number of letters than the number ofjseparate digits appearing in the system employed, as will hereinafter appear.

It is a` fu her object of the invention toA provide such a system of filing and indexing as will make possible at a glance the correct location of the record desircd,'no mattei' into how many sub-divisions a large filing cabinet or group may be divided, or how many such cabinets or groups may be employed.

A further object of the invention also resides in the provision of a chart which will in my improved system constitute a standard for the quick and accurate translation of the selected letters into their permanent numbers. V

Other objects and advantages will appear as the following description proceeds.

In the drawings:

Figure l represents an index card produced in accordance with my invention.

Fig. 2 represents a loose leaf ledger sheet also embodying` my invention.

Fig. 3 represents a chart upon which appear the letters of the alphabet together with their respective numbers to facilitate the rapid translation of the name to be indexed into its indexing number.

Fig. 4 illustrates the indexing of a name as hereinafter set forth.

In the practice of my invention, I provide a chart as illustrated in Fig. 3 of the drawing in which each of the letters of the alphabet is assigned a number from 1 to 9, thus sub-dividing the alphabet into a plurality of series of numbers, no number of which is greater than 9. The association of letters and figures may be any desired combination, but for convenience the combination illustrated in Fig. 3 is adopted throughout this description.l This chart, without changing the relation of the letters and numbers, may also be arranged as follows if desired.

A-B-e-n it-neari-J-K-L-M- 1-2-3-4-5-6 -7-8-9-1-2-3-4- To illustrate the use of this chart, let us take any name that might appear in a large list of names such as used in a large mail order house, or other business, as for example, the name A. R. Fergusson. In order to set a standard for the number of digits used in this system, a predetermined number of digits for this purpose will be decided upon. For the purpose let us here use six numbers, which numbers are determined by reference to the chart and the selection of the number appearing opposite the letter in question.

It is apparent that if such names as Woodbridge, lVoodbury, Voodhaus, etc., were to be indexed, and the first four letters of these names were selected as the ones to be translated into numbers, that a duplica- -tion of numbers would appear, and thus necessitate a more complex system to take care of duplications. In order to prevent such duplications, I will not use the initials and first four letters of the name, but will use the initials and first two and last two letters in the name. Following this plan and upon reference to the chart, the name A. R. Fergusson would appears as follows:

lVhereas if I use the initials and the first two and last two letters ofthe name, the following iiling numbers would be as follows It is obvious, of course, that this system might be extended in order to be applicable Vto extremely large mailing lists, by using eight numbers; for example, those corresponding to the initials and the first three and last three letters of the name, or any other combination of letters that may be desired.

Again, it might be limited to the initials ,of the name beiner indexed in combination with numbers corresponding to the first two and last two `letters of the name, and the name A. R. F ergusson would appear as follows: V

A.-R.-F-er-gu-sso-n (3-5 6-5 being on the index card (see Fig. 4C)

or further limited to the initials in combination with numbers corresponding to the first and last letters of the namebeing indexed, 1n which case the name A. It. Fergusson would be appearing on the index card A card and loose leaf ledger 'sheet inscribed with this name and its corresponding indexing number are shown in Figs. 1 and 2 of the drawing; the number at the top of the card and sheet indicating at a glance its group number and position number. Of course, these numbers may be grouped in any particular manner and to have any parti cular predetermined significance as the user may have initially decided upon, thus give ing an arbitrary and flexible system. 1n small lists the lirst letter alone might be sufficient to indicate the group, and the three following letters the position in the group, or the first and the last three letters of the name, or any other combination desired.

Vliere it is only necessary to deal with small lists such as those involving only. a few thousand names, the number of 4digits used could be limited to four with advantage and thus rendered extremely simple. Using four numbers or digits the name A. R. Fergusson wouldappear:

being on the indexed card as 1965.

It is also apparent that in many large lists of names which might be desired. to be indexed, there would be many short names, such as lohn May or John Doe. 1n indexing such short names, if six digits have been previously decided upon as the number to be used in the system, it is apparent that if the initial and all of the letters of the name be used, there will still be two or more gaps to be filled up betere the required number of digits would be obtained. To obviate this diHiculty and to insure the having of six or other required number of digits, 1 propose to fill out in such case the resulting gaps or` spaces with one or more zeros. Taking the name John May, for example, and usinga'six digit arrangement, his number would appear as follows:

Of course.xy it would be possible to index Way under No. 1417, but it will make a better numerical sequence to confine all 'he numbers to six peints, hence the addition of the two zeros, thus making the number 141700 instead of 1417.

My improved indexing system makes possible an extremely convenient arrangement of the cards or leaves te be indexed in the various cabinets, drawers and the like, This will be illustrated as follows: For example, let us take the name A. It. Fergusson, whose number appears above when using six digits as 196565, and which number would appear at the top of the indexing card or leaf. This number could be arranged to have the following significance by separating the numbers by a space, dash or the like. Cabinet. Drawer. Number.

In large lists of naines this arrangement would insure very rapid location of the desired card, Where the lists are very large, such as those used in mail order houses, eight or more figures couldV be used to advantage. l'iy the use of eight numbers or digits, the name A. R. Fergusson would appear as follows:

The cabinet arrangement under this sys" tem could then be:

Cabinet. Drawer. Number.

or any other appropriate sub-division of the numbers.

This invention will be found extremely useful in eliminating a large part of the work necessary in making entries for bookkeeping in large department stores, in keeping records of auto licenses, tax records, records of natentees, records of mortgages, deeds, and any and all other record systems involving a large number of names.

By the use of this system and to the extent it may be adopted, each person may have one immutable, specific number which will be the number of his insurance policy, automobile license, telephone, his record in s unes, commercial houses, and the like, and inevery other activity ink which he is recorded.

1n connection with the question of duplication, it might be said that this could readily be taken care of by the use of diiferent colored cards; a card of different color being used for each of the several dniilicated names, and the presence of two colors in the file would instantly indicate a duplication to all subseeuent inspection of the lile, and put the searchers upon their guard to cousult the right card of the two. Duplications of this kind. are very rare in lists of one hundred thousand names or less.

Having now described my invention, I claim:-

1. An indexing element bearingv numerical digits between 1 and 9, inclusive, each of a plurality of a selected number of the letters forming the name indexed being represented by a single digit between 1 and 9, inclusive, the particular digits on said element being those representing the two initials, and the first two and last two letters of the name being indexed, as set forth and described.

2. An indexing element bearing numeriiis cal digits between l and 9, inclusive, each of a plurality of a selected number of the letters forming the name indexed being represented by a single digit between l and 9, inclusive, the particular digits on said element being those representing the two initials, and the first and last letters of the name being indexed, as set forth and described.

3. An indexing element bearing the initials of the name being indexed, in combination with numerical digits between 1 and 9, inclusive, each of a plurality of a selected number of the letters forming the name indexed being represented by a single digit between l and 9, inclusive, said digits re resenting the first two and last two letters of the name being indexed, as set forth and described.

l. An indexing element bearing the initials of the name being indexed, in combination with numerical digits between l and 9, inclusive, cach of a plurality of a selected number of the letters forming the name indexed being represented by a single digit between l and 9, inclusive, said digits rep; resenting the first and last letters of the name being indexed, as set forth and described.

5. An indexing element bearing certain selected letters of the name being indexed, in combination with numerical digits between l and 9, inclusive, each of a plurality of a selected number of the letters forming the name indexed being represented by a single digit between l and 9, inclusive, saif digits representing the first two and last two letters of the name being indexed, as set forth and described.

G. An indexing element bearing numerical digits between l and 9, inclusive, and one or more zeros, each of a plurality of a selected number of the letters forming the name indexed, being represented by a single digit between l and 9, inclusive, and one or more of the zeros filling-up the remaining spaces when the name indexed contains less than the number of digits desired to be employed, as set forth and described.

7. An indexing element, for indexing short names, bearing a predetermined number of numerical digits between O and 9, inclusive, each of the letters forming the name indexed being represented by a single digit between l and 9, inclusive, said predetermined number of digits exceeding the number of letters in said name, and one or more zeros lling out the remaining spaces to complete the said predetermined number of digits.

8. An indexing element bearing numeri cal digits between l and 9, inclusive, each of a plurality of a selected number of the letters forming the name indexed being represented by a single digit between 1 and 9, inclusive, the first of said digits designating the cabinet number, the second and third of said digits designating the drawer number, and the remaining digits designating the position of the indexing element in said drawer.

9. An indexing element bearing numerical digits between l and 9, inclusive, each of a plurality of a selected number of the letters forming the name indexed being represented by a single digit between l and 9, inclusive, one group of said digits desig nating the desired filing cabinet, a second group of said digits designating the desired drawer in said cabinet, and the remaining digits designating the position of the indexing element in said drawer.

10. An index sheet bearing the letters of the alphabet and each said letter having opw posite thereto a numerical digit from l to 9, inclusive, the alphabet being thus sub-divided into a plurality of series of numbers, ne digit of which is greater than the digit 9.

11. An index sheet or chart bearing the letters of the alphabet and each said letter having opposite thereto a numerical digit from l to 9, inclusive, the digits opposite the said letters thus forming three series, no single digit of which is greater than 9, whereby the letters of a name to be indexed can be instantly associated with its respective digit, and the resulting group of digits readily arranged on an indexing element as set forth and described.

In witness whereof I hereunto subscribe my name to this specification in the presence of two witnesses.

ALAN ROBB FERGUSSON.

Witnesses:

ANNIE E. CnoNrN, C. P. DoUGLAs.

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