Golden Rules of Data Entry
Following the Golden Rules makes input into KICS:
ü Less keystrokes
ü Easier to train staff
ü Produce consistent documents
ü Efficient to search (by name, address, etc.)
ü Meet Post Office standards (bulk mail rates)
ü And more….
ALL CAPS no more! Type Title
Case!
No comma after last name!
TAB moves field to field.
TAB doesn’t start a new line.
Space bar will check box.
Double click or F8 for today’s date.
Lists–arrow down (always works) or repeat first letter (on certain lists).
Party Names
Check if already in system.
Match if same name & one:
SSN
Driver’s License Number
Or match name & two:
DOB
Address
Middle Initial
Parent’s Name (Juv)
Phone Number
Employer
When in doubt, NEW PARTY.
Middle Name
Enter middle name, if known.
If initial only, do not use . (period).
Last Names—using hyphens, multiples, or apostrophes
Type name how it really is.*
§ For hyphenated names: use hyphens (no spaces) Example: Zeta-Jones
§ If multiple last names separated by space (but no hyphen)
use space only. Be sure to use only one space between each name. Example: Kennedy Onassis
§ For names with apostrophe: use apostrophe (no spaces) Example: O’Malley
* You will always have to correct second capital on next screen!!!!
Name Suffixes
Name screen (suffix field)
Juniors, Seniors should be Jr or Sr
(Notice: cap sensitive, no period)
I, II, III, use capitol I’s.
No #s such as 2, 3 or 2nd, 3rd.
Sex – blank for company, for Party:
M(male); F(female); U(unknown)
Height: 3 numbers
1st digit (feet) 508 = 5’ 8”
next 2 digits (inches)
If height in inches only, use 0 (zero) for first of 3 digits
Numbers (Input)
Fill in numbers only. Symbols, such as ( ) / -, fill in automatically.
Dates
01/01/2003 Type: 01012003
Year: 4 digits!
Phone
(316)383-7302 Type: 3163837302
Add zeros if area code unknown.
(?)383-7302 Type: 0003837302
Social Security Number
111-22-3333 Type: 111223333
Letters with number fields
Capitalize letters used with these #s:
§ Driver’s License
§ Statutes
§ Police Reference
Vehicle Plate Number
Leave out spaces. RRR000
Leave Punctuation out
Except: (Talk to Supervisor to add to Exceptions)
§ If name is hyphenated
§ In Zip plus 4 67203-9999
§ When needed to clarify #122-15
§ In Statute Number:
Use . (period) to replace any symbol in the statute number.
KSA § 8-1563 Type: 08.1563
KSA § 21-3403(a)(1) Type: 21.3403.A.1
Note: statutes need 2 digits before 1st period & all caps for any letters.
You may be terminated and/or charged with a criminal offense if you release confidential information.
Ref: KSA § 21-3902 Official misconduct
Address Consistency
Use Mailing Address line.
Update on Party Detail window.
(Use Street line only if party has both PO & street or in case you need a second line for address.)
Post Office required style:
No periods (PO Box)
Directions abbreviated (NE)
Numbered streets (2nd, 13th, 21st)
have lowercase letters
Standard street abbreviations (below)
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Common Abbreviations |
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Abbr. |
Word |
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Ave |
Avenue |
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Blvd |
Boulevard |
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Ctr |
Center |
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Cir |
Circle |
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Ct |
Court |
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Dr |
Drive |
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Expy |
Expressway |
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Hts |
Heights |
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Hwy |
Highway |
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Is |
Island |
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Jct |
Junction |
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Lk |
Lake |
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Ln |
Lane |
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Mtn |
Mountain |
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Pkwy |
Parkway |
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Pl |
Place |
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Plz |
Plaza |
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Rdg |
Ridge |
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Rd |
Road |
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Sq |
Square |
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St |
Street |
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Sta |
Station |
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Ter |
Terrace |
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Trl |
Trail |
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Tpke |
Turnpike |
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Vly |
Valley |
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Way |
Way |
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# |
for Apt, Ste, Rm, Bldg, etc. |
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N |
North |
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E |
East |
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S |
South |
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W |
West |
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NE |
Northeast |
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NW |
Northwest |
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SE |
Southeast |
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SW |
Southwest |