Items related to Office records; their filing and indexing
Synopsis
This historic book may have numerous typos and missing text. Purchasers can download a free scanned copy of the original book (without typos) from the publisher. Not indexed. Not illustrated. 1921 edition. Excerpt: ...firm names may be more easily looked up in the alphabetic card index and also so that several people may work on the numbering of the letters at the same time. Each name must be looked up in the card index to get the correspondent's number which is assigned to the upper right hand corner of the letter. There is a check against assigning a wrong number to a new name, because the card taken from the package of unused cards consecutively numbered, and the first unused numbered folder must bear the same number. When the folder is put in the file it must follow consecutively the last folder-number filed. The correspondents' numbers remain the same, year in and year out, with the exception of changes noted later. In some firms, as soon as the file clerk assigns the number it is sent to all those keeping records throughout the firm, so that the customer is known by the same number in the order department, on credit memoranda, on ledger cards, and on various other records. Showing arrangement of guides and folders in the file where the numeria system is employed The cross references for this system are all made in the card index. The various words under which cross references are made are listed on the main entry card. When the letters are properly numbered, they are sorted by the numbers and made ready for filing. The size of the file determines whether time will be saved by having one or more sortings before the letters are finally filed. It is a dangerous thing to re-use a number until such a time as the clerk is confident there can be no duplication in current or transfer files. The folders for the miscellaneous correspondents may be treated in one of two ways. A separate alphabetic plain file may be set up; or, the letters may be classified by...
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