Reference File Naming Protocols

  1. If the topic has its own folder as well as cross-references it will say “(See also...)”.

  2. If the topic is only a cross-reference to other folders with no folder of its own, the actual folders will be listed as “(See...)” rather than “(See also...)”.

  3. If a cross-referenced topic says “[List]”, see the listed folders rather than the topic name.  “[List also]” denotes an existing file by the topic name as well as supporting cross-reference files listed there.

  4. Cross-references are listed in this order: (See also MANUSCRIPT/MICROFILM Collection under this topic name; See also other REFERENCE FILEs; See also related MANUSCRIPT and MICROFILM Collections; See also PHOTO Collections by SWCPC number; See also Periodicals and Newspapers by date).

  5. Links to available electronic finding aids are shown in contrasting color, underlined, within square brackets, e.g. [JAChatman]. Click on the link for further information or digitized holdings.

  6. The words “Papers”, “Records” and “Collection” designate Manuscript Collection holdings that require patrons to complete a Materials Request Form, likewise for Microfilm holdings and their call numbers.

  7. Topic categories beginning with abbreviations or acronyms are usually alphabetized at the beginning of the list by letter, e.g. C S RANCH before CABALLERO, DANNY.

  8. St., Ste. and Saint are alphabetized as “SAINT”; Ft. is alphabetized as “FORT”.

  9. “&” is listed as “and”.

  10. Local company names and organizations may be listed under their hometowns as “CITY: COMPANY”.

  11. Federal agencies are listed by department under the topic category “U. S.”.

  12. U. S. Navy ships are listed under “U. S. S.”, e.g. “U. S. S. TEXAS CGN 39”.

  13. Married women may be listed with their first names, husband’s names or both.

  14. Ranches may be listed by name, by brand or by family.

  15. Titles, locations, professions and other disambiguating information may be listed in parentheses after the proper name.

  16. The first word of each cross-reference is italicized to aid visual distinction.

  17. Square brackets are used for parenthetical material inside parentheses.

  18. Underlining designates ship names, book, magazine, and dissertation titles, e.g. Range Cattle Industry in New Mexico.