The following protocols are to be observed when entering clients' surnames in the Surname field:-

(a) where applicable hyphens without spaces are to be used;

(b) where applicable apostrophes between letters are not permitted;

(c) spaces between letters are not permitted;

(d) commas or full stops are not permitted.

Examples of clients' surnames based on these protocols are:-

DATASTANDARD

Watkins-Smith — WATKINS-SMITH

L' Strange — LSTRANGE

O'Sullivan — OSULLIVAN

Le Strange — LESTRANGE

de Boar — DEBOAR

St John — STJOHN

D'Arcy — DARCY

Van den Berg — VANDENBERG

McCaulay — MCCAULAY

MacKay — MACKAY

NOTE

It is important to note that in the case of spaced surnames such as Van den Berg they are to be recorded in the DSH database as 'VANDENBERG' for the surname and 'VAN DEN BERG' for the correspondence surname (Addressee Line 1) as follows:

CLIENT DETAILS

Client Number   0000894    0

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given JOHN PAUL............................16-JUN-1953                        ...

Addressee Line 1 MR J P VAN DEN BERGTelephone Nos

           Line 2.....................................................

           Line 3................Street Name   Type  .................

Street No ...    .....................................     ........

       Town ............................State ...... Postcode ......

Country .....................Foreign Postcode.....

The protocol for entering correspondence surnames is at Data Entry Protocol GO 2.2.

The following protocols are to be observed when entering clients' surnames in the Correspondence Surname Addressee Line 1 field:-

(a) where applicable hyphens without spaces are permitted;

(b) where applicable apostrophes between letters are permitted for correspondence address only (eg L'STRANGE);

(c) where applicable appropriate spaces between letters are permitted for correspondence addresses only (For example, DE BOAR, VAN DEN BERG );

(d) Deceased estates are to be recorded at Addressee Line 1 eg. 'ESTATE OF J P VAN DEN BERG';

(e) commas or full stops are not permitted.

NOTE

Please note the difference in the protocols for Surnames and Correspondence Surnames recorded at Addressee line 1);

Examples of clients' correspondence surnames in Addressee Line 1 based on these protocols are:-

DATASTANDARD

Watkins-Smith — WATKINS-SMITH

L' Strange — L' STRANGE

O'Sullivan — O'SULLIVAN

Le Strange — LE STRANGE

de Boar — DE BOAR

St John — ST JOHN

D'Arcy — D'ARCY

Van den Berg — VAN DEN BERG

McCaulay — MCCAULAY

MacKay — MACKAY

Correspondence surname (eg Van den Berg) should be shown as it appears in the application or other record to reflect the client's preference.  This name is recorded against 'Addressee Line 1' as VAN DEN BERG as shown below:

     CLIENT DETAILS

Client Number   0000894

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given JOHN PAUL............................  16-JUN-1953                     ...

Addressee Line 1 MR J P VAN DEN BERG — Telephone Nos

           Line 2.....................................................

              Line 3................Street Name   Type  .................

Street No ......    .....................................  ........

       Town ............................State ...... Postcode ......

Country .....................Foreign Postcode.....

Where combined names and initials (eg MR J P VAN DEN BERG & MS K M MART) exceed 30 characters, the combined names are to be split over Addressee Line 1 and 2

In these cases the second name will begin at Addressee Line 2 preceded by '&'.  (see Example 9 page 37).

The following protocols are to be observed when entering clients' Given Names:

(a) given names are to be recorded in full;

(b) where applicable hyphens without spaces are permitted;

(c) where applicable apostrophes between letters are not permitted;

(d) spaces between letters are not permitted;

(e) commas or full stops are not permitted;

Examples of clients' Given Names based on these protocols are:-

DATASTANDARD

Janet — JANET

Janet Margaret — JANET MARGARET

Anne-Marie — ANNE-MARIE

Pamela St Clare — PAMELA STCLARE

John Paul`JOHN PAUL

Full Given Names (eg John Paul) are recorded against 'Given' as follows:

     CLIENT DETAILS

Client Number   0000894

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given JOHN PAUL............................16-JUN-1953                        ...

Addressee Line 1 MR J P VAN DEN BERG — Telephone Nos

            Line 2.....................................................

               Line 3................Street Name   Type  .................

Street No ......    .......................................  ........

       Town ............................State ...... Postcode ......

Country .....................Foreign Postcode.....

NOTE

Please note the difference between Given names and Addressee line 1 where only initials are shown.

The following protocols are to be observed when entering clients' Given Names for correspondence purposes in Addressee Line 1:

(a) correspondence record to show initials only;

(b) full stops are not permitted after initials;

(c) spaces to be used between initials;

(d) where applicable hyphens between initials are to be used (eg A-M for Anne-Marie);

(e) apostrophes are not permitted;

NOTE

(a) Please note the difference between Given Names and Correspondence Names at Addressee line 1;

(b)** the exception to showing initials only arises where SIR or LADY appears.  For example, in this case Addressee Line 1 would show SIR JOHN VAN DEN BERG not SIR J P VAN DEN BERG.  If LADY (given name) VAN DEN BERG's name is required, the full title would be, (eg) 'SIR JOHN & LADY ENID VAN DEN BERG';

(c) If the number of name characters exceeds maximum of 30 characters see Paragraph 2.2.1).

Examples of clients' Correspondence Given Names based on these protocols are:-

DATASTANDARD

Janet — J

Janet Margaret — J M

Anne-Marie — A-M

Pamela St Clare — P STC

John Paul — J P

Given names for correspondence purposes are to be recorded at Addressee line 1 as honorific (eg MR, MRS, CAPT etc) followed by initials only **  as follows:

     CLIENT DETAILS

Client Number   0000894

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given..JOHN PAUL...........................16-JUN-1953                    .

Addressee Line 1 MR J P VAN DEN BERG — Telephone Nos

           Line 2.....................................................

              Line 3................Street Name   Type  .................

Street No ......    ......................................   ........

       Town ............................State ...... Postcode ......

Country .....................Foreign Postcode.....