FILING

347
of the correspondence and documents pertaining to the work
of the Registration Department) should be retained per-
manently and be housed under such conditions as will ensure
their good condition and easy access. Every secretary will
have unhappy recollections of the important file which,
suddenly required after a lapse of years, cannot be found
without prolonged search.

It is suggested, as a general rule, that files of correspondence
should be removed from the filing cabinet, and placed in
transfer cases at least every two years. Each ‘main’ folder
(to which reference has already been made) must be endorsed
with the number of the transfer case in which the file for the
previous two years has been placed, as well as with the number
of the case to which the file in question is now being trans-
ferred, thus ensuring continuity of reference and affording
facilities for obtaining any required file.

The transfer case should be large enough to accommodate
foolscap size papers with comfort, and a convenient form is
that of the box file, opening at the side and front. An
endorsement bearing the number, in bold figures, and a brief
statement of the contents on the back, will make the transfer
case complete. Suitable reference must be made in the
correspondence index.

The foregoing suggestions apply, as has been indicated,
principally to the general correspondence of an office, but
there are many other classes of documents which have to be
dealt with by the company secretary, and these call for special
consideration.
(a) AGREEMENTS AND CONTRACTS, ETC. These (in the form
of originals) are of great importance, and as such should be
preserved with all care. They can best be filed in separate
envelopes, long enough to receive a foolscap document
folded lengthways, and so endorsed with name, date and
subject that these particulars are seen when the cabinet drawer
is opened. Such a drawer should be narrow and high,and
capable of holding the agreement or contract envelopes in a
perpendicular position, whilst on the outside is indicated the
name of the company making the agreements or contracts.
Opinions differ as to the filing of spare copies of such docu-
ments; some secretaries prefer that these be kept apart
from the originals. Wherever possible, original documents
should be stored in a strong room or fire-proof safe, and
it should be insisted that at the close of each day original
agreements or contracts which may have been in use in the
office are to be returned to the filing clerk for safe custody.

Filing of
Agreements,
Contracts,
Title Deeds,
ete.