Addendum to Golden Rules
These are Supervisor approved answers to many “what if” questions. If you have a reason why your question should be an exception, please ask your Supervisor.
Apartment Numbers
§ Use # instead of Apt, Rm, Bldg, etc. You may want to break this rule for clarity if the address uses several of these in one address.
§ If you have letters and numbers (maybe even a hyphen) in an apartment number
like: Apt 7 – B
type: #7B
Äuses # instead of Apt
Äno hyphen and no space between
Äcapitalize letters
Address Delete
Yikes! Don’t delete addresses. Talk to a supervisor if you have a question. Keep different addresses for address history. It is okay to delete addresses that pop in address history when correcting typos.
Difficult Names
Long or foreign names can make it difficult to tell what the first, middle, and last name is.
When in doubt:
§ Use Alias Window to put combinations of the name in different fields to make future look up easier.
§ Put last segment of name in last name field and everything else in first name field.
examples from mainframe:
Truong, Thao Ngoc Thi
Thi, Cam Van
last name field put all in first name field
§ Don’t forget when searching for a name to use the % to help boost your search options.
Suffix & M.D.
You can put M.D. in the suffix for doctors. What about doctors with both a suffix (like Sr.) and the M.D.?
Put one in suffix and type one after the last name.
or
In fact, some courts decided to put M.D. always behind last name in the same field. This isn’t wrong. The computer will accept it. This should print fine on most documents. This could affect Suffix searches and how you choose to enter it (see options above) could affect how the name displays on documents.
9 digit zip codes
An exception to the no punctuation rule!
If zip code is 9 digits (zip + 4), use a hyphen 67203-9999
The computer cannot automatically put in a hyphen because of international postal codes.
Direction versus Name
A street name such as North St or West St is spelled out.
North, South, East, and West are abbreviated N, S, E, and W only when referring to direction.
2 addresses
If you see 2 addresses listed together in mainframe, put them in as separate addresses (one goes on line and one in address history)
Mainframe shows: 824 & 826 S Main
KICS uses: 826 S Main on address line; save, then 824 S Main on address line; save. This will leave 824 S Main on the address line and 826 S Main will show in the Address History window.
Date of Death will work like D.O.B. when matching party information. Need to match one more fact with D.O.D.
On behalf of = obo on alias window drop down list for alias “type.” This is not an address.
In care of … use c/o (lower case “c” and “o” with slash between). Not needed for correctional institutions or care facilities. May be needed to clarify when mailing to a foster residence.
Sup Approved Standard Abbreviations
(always shorten these ~ save keystrokes ~ even if there is room for all)
§ Geo Wash Blvd – the street in Wichita
§ Mt Vernon – the street in Wichita
§ RR – not RT or R for rural addresses
For Facilities:
§ Spell out city then Corr Fac
examples:
El Dorado Corr Fac
Lansing Corr Fac
Hutchinson Corr Fac
§ Similarly,
Juvenile Det Fac