SECTION 16.0 - CONVENTIONS AND STANDARDS

16.1 Overview (See also Section 14)

The purpose of establishing conventions and standards for party name entry is to facilitate litigation searches, and to avoid duplication of party names in the database. The basic rule for party name entry is: Spell it out exactly as it appears on the pleading. It is important to do a thorough search to avoid entering duplicate information. Searches are conducted by entering only the first few letters of the last name of a person, business, municipality, organization, or agency. The information will be retrieved only as it was added to the system database.

16.2 Abbreviations

When entering addresses, these abbreviations may be used:

• Avenue = Ave.
• Boulevard = Blvd.
• Court = Ct.
• Highway = Hwy.
• Room = Rm.
• Street = St.
• Suite = Ste.
• Navigational references in street addresses may be abbreviated using N, S, W, E with punctuation. For example, Southwest = S.W.

16.3 Telephone and Facsimile Numbers

Example	(area code)spaceNNN hyphenNNNN. (503) 122-3344

16.4 Party Name and Party Text Entry

Enter the party name exactly as listed on the complaint or other pleading (excluding only the words “The", "A", or "An" when necessary). Use punctuation when it is part of the actual name (like the apostrophe in O'Malley or Dave's Diner). Include hyphens in the last name or first name field when necessary (for example, Rodriguez-Sanchez). Remove, however, any spaces in a last name like those which may be included in a last name beginning with Mac or Mc or MC.

Example 1 Enter Dr. Harry A O'Malley IV	Last name: O'Malley First name: Harry Middle name: A. Generation: IV Title: Dr.
Example 2 Enter Harry O Mc Cord	Last name: McCord (removing the space between the c's) First name: Harry Middle initial: O. Insert any additional party text information included in the pleading caption into the Party Text field.

(a) Individual Persons

Enter the full last name, full first name, middle name (or initial), and generation (for example: Jr., Sr., II, etc.) into the designated fields. Use the Title field for designations such as Officer, Sergeant, or Executor. Additional information may also be added in the Party Text field such as the words: Individually or in their official capacity, or Incorporated in the State of NAME. Do not insert address information for non-pro se litigants.

(b) Corporations

Enter the full and complete name as referenced in the pleading in the last name field only. Exclude from entry of a corporate name any leading "The".

Example The Integrated Global Systems Company	Last Name: Integrated Global Systems Company (remove the leading word "The")

(c) Unions

The last name field will always be the full name of the union or trust with the Local number or Trustees of . . . in the first name field. Where Trustees are also identified in the complaint in their official capacity, the individual names are to be entered into the party text field for the Trust. Where a Trustee is identified as a separate party, he/she must be entered as an individual, separate party.

Example 1 Plumbers and Pipefitters, Local 359	Last Name: Plumbers and Pipefitters First Name: Local 359 Party Text: blank Displayed as: Local 359 Plumbers and Pipefitters
Example 2 Electrical Union Health and Welfare Pension Trust	Last Name: Electrical Union Health and Welfare Pension Trust First Name: Trustees of Party Text: John Doe, Richard Roe, Mary Smith, Sally Jones, Trustees Displayed as: Trustees of Electrical Union Health and Welfare Pension Trust, John Doe, Richard Roe, Mary Smith, Sally Jones, Trustees
Example 3 International Brotherhood of Carpenters Local 25	Last Name: International Brotherhood of Carpenters First Name: Local 25 Not Local 25, IBC

(d) Indian Tribes

Enter Confederated Tribes of the Umatilla Indian Nation. Not Umatilla Confederated Tribes

(e) Governmental Entities

(1) Federal Agencies: Enter the agency name (for example, U. S. Department of Interior) instead of the name of the agency head (for example, Bruce Babbitt) unless that person is being sued in his/her individual capacity.

Example 1 Secretary Bruce Babbitt, U.S. Department of Interior	Last name field: U.S. Department of Interior Party Text: Secretary Bruce Babbitt
Example 2: When the Secretary is also being sued in his individual capacity enter:	Last name field: Babbitt First name: Bruce Title: Secretary Party text: Department of Interior, in his individual capacity

(2) States, Cities, Towns, and Counties: Enter the key words City of NAME in the last name field. However, if the litigant is a department or agency for that state or city, drop the words State of or City of from the last name field and start the last name field with the name of the state or city.

Example 1 City of Portland Water District	Last Name Field: Portland Water District
Example 2 City of Portland	Last name field: City of Portland Not Portland, City of
Example 3 Office of Services to Children and Families for the State of Oregon	Last name field: Oregon Office of Services to Children and Families

(f) Pro Se Litigants

Insert street address and telephone information (if known) for pro se litigants. Do not enter e-mail address information unless so ordered by the court.

(g) Prisoner Litigants

Insert the Prisoner ID or Reg. Number in the Prisoner ID field. A leading "#' symbol is not necessary. Enter the institution or prison name in the Office field. Address 1 should be the street address of the institution or facility. Address 2 should contain additional street address information or P.O. Box information, if applicable.

(h) Personal Property

Enter the item as listed in the pleading. Enter further description of the item, such as registration numbers, color, year, make or model in the Party Text field.

(1) Vehicles: Enter the vehicle as identified on the complaint.

Example 1989 Chrysler New Yorker, VIN 325678765445	Last name field: 1989 Chrysler New Yorker Party Text: VIN 325678765445

(2) Currency: Enter currency as listed on the complaint. Enter the $ symbol with the dollar amount. Use comma(s) and decimal points. Following the amount, in parenthesis, place the type of currency (like (US) for US dollars) if known.

Example $14,669.42 in US Currency	Last name field: $14,669.43 (US)

(i) Real Property

Use the street address if available. Start the last name field with the street address followed by the city and then the state abbreviation.

Example Enter 15993 SW Happy Valley Lane, Portland, Oregon,99832 real property with buildings, appurtenances and improvements	Last name field: 15993 SW Happy Valley Lane, Portland, OR, 99832 Party text: real property with appurtenances and improvements

If the street address is not included, use the real property legal description starting with the county where the land is situated. Insert the name of the state where the land is located in the party text field. Skip inserting the words "more or less" in the party descriptions.

Follow this hierarchy in entering the legal description of the property:

1. County
2. Number of Acres of Land
3. Tax ID number
4. Lot Number
5. Block Number

Example 1 Enter 2.40 Acres of Land more or less in Clackamas County, Oregon, Tax Lot 1993939	Last Name Field: Clackamas County 2.40 Acres of Lane Party text: Tax Lot 1993939 in the State of Oregon
Example 2 Lot 1, Block 23, 4 Acres of land more or less in the State of Oregon, Multnomah County	Last Name Field: Multnomah County 4 Acres of Land Party Text: Lot 1 Block 23 in the State or Oregon

(j) John Doe(s) / Jane Doe(s)

• If the last name of the party is known but not the first name, enter/create the party by the last name only. (See Example 1).
• If a first name is known but not the last name, the party record should be entered as specified in Example 2.
• If both the first and last name are unknown, enter the party as a John Doe or Jane Doe. (See Example 3)
• If the pleading identifies many unknown parties (i.e., John Does 1-5) then add the descriptor (1-5) in the party text for the party record of John Doe or Jane Doe. (Example 4)
• If there is a unique descriptor about any of multiple John Does (i.e., Sargent in charge), create a separate party.

Example 1: Enter ? Smith	Last Name: Smith First name: Leave blank
Example 2: Enter Sally ?	Last Name: Doe First Name: Sally
Example 3: Both first and last names unknown	Last Name: Doe First Name: John
Example 4: Multiple unknown parties	Last Name: Doe First Name: John Party text: 1-5

At such time as a "Doe" party is identified in the case, a termination date should be entered for the "Doe" party and a new party record created for the named party.

(k) Estates

If the party is regarding the estate of a person, insert "Estate of" in the last name field.

Example: Enter Estate of Dorothy Drew	Last Name: Estate of Dorothy Drew First Name: Leave Blank Party Text: Deceased