VOLUME IV- SECRETARY'S GUIDE TO OFFICE PROCEDURES CHAPTER 1- EFFECTIVE FILING AND FOLLOW-UP TECHNIQUE
Four Basic Filing Methods- Among the basic filing systems are alphabetical, numerical, geographical and chronological. Some offices use a combination of system, such as alphanumeric.
Most conventional filing is alphabetical, numerical, or a combination of both. A secretary ordinarily file papers according to name or subject using on of the basic systems of filing . For some record, a name file under alphabetical system should be used :a subject file arranged under a numerical system is more appropriate. A secretary in a lawyer's office may use the numerical system for litigated cases with a alphabetical cross- reference index cards by name of parties to the litigation. There may also have an alphabetical file with a folder under the name of each client for correspondence that does not relate to litigated matters. Secretary to sale managers will probably have an administrative file classified according to subject and another file classified according to name for correspondence with district managers and salespersons.
Name File- The easiest and quickest method of filing is to classify material according to name and to file it alphabetically. This system should be used whenever possible because no cross-index or list of file necessary.
1. FOLDERS- Make a folder for each correspondence or name, if there is sufficient material to justify a separate folder. From three to ten papers justify starting a folder. Arrange the papers within the folder by date with the latest date on top.
2. MISCELLANEOUS FOLDER- Make a miscellaneous for each letter of the alphabet and place it behind the last name folder under the particular letter. File any material for which there is no separate name folder in the miscellaneous folder alphabetically rather than by date. This keeps all paper relating to a particular name together. When they reach the required number, three to ten, make a separate folder.
3. VOLUMINUOS CORRESPONDENCE WITH THE SAME PERSON- If correspondence with the same person is voluminous, separate into date periods. May obtain folders with printed date heading, or type the dates on the label.
4. CORRESPONDENTS WITH THE SAME NAME- On folders for correspondents with the same name, use different- coloured labels. The distinctive colour is a signal to use extra precaution in filing or in looking for files material. Thus, if you use blue label, you may have a folder for ABERNATHY, EDGAR,SR with a salmon label, you know immediately that you also have a folder for ABERNATHY, EDGAR, JR, with a blue label
SUBJECT FILES- Some material does not classify by name and must be by subject.
Subject heading must be specific, significant, and technically correct. Select nouns whenever possible, for they are more specific than other words such as adjectives. Expand subject files by adding other main subjects or by subdividing those already in use.
ARRANGEMENT OF SUBJECT FILES- Subject file may be filed alphabetically or they may be arranged in any logical order and filed according to a numbering system. In a subject file that has main headings and subheadings, you will have a three-position arrangement as follows:
1. Alphabetical guides- They may be cardboard separators with the letter of the alphabet at the left.
2. Main subject guides- There may be cardboard separators with metal or transparent plastic tabs into which the name of the main subjects can be inserted. These tabs should be in the centre.
3. Individual folders- Use right-position tabs for these folders.
4. Miscellaneous folder for each main heading- Label the miscellaneous folder like the guides and use a label different in colour from that on the regular folders. Place the miscellaneous folder behind all the other folders.
FOLDERS IN THE SUBJECT FILE- Arrange the