FILING

349

With respect to the general correspondence, the large
majority of letters are received from and sent to stockbrokers,
bankers, and solicitors, only a small percentage being between
the department and the company’s shareholders; if, therefore,
the correspondence is filed under the names of the senders or
addresses, it is, without cross-referencing, difficult to trace the
particular account to which it refers. The simplest and most
efficient method is to file all letters under the names of the
stock or shareholders to whose accounts they relate. By this
system all correspondence connected with an account (whether
in the name of one proprietor or more) is readily available as it
is kept together, and preserves its identity by a progressive
number, which is retained until the account is closed. An
enlargement of the principle of numbering is found in the
practice of some secretaries, who progressively number each
account in their registers, and this number is adopted for
reference in all subsequent correspondence relating to the
account.

The methods of filing and storing need not be on such
comprehensive lines as those suggested in the earlier part of this
chapter dealing with general correspondence. A ‘backing’
sheet bearing the number, and (if desired) the name or names
composing the account is all that is needed. All letters,
inwards and outwards, are fastened thereto, and the files, thus
formed, are kept in box files or cases, which bear an appro-
priate endorsement.

It may be urged as an objection to this method that in an
office dealing with large numbers of shareholders’ accounts an
accumulation of correspondence will soon result in congestion
of space, but this objection can be met by a periodical removal
to permanent storage.

Considerable experience shows that the needs of the regis-
tration department are met by retaining for reference one
year’s correspondence in addition to that of the current year.
Annually, the cases containing the earlier files are removed to
storage after they have been numbered and indexed for
subsequent reference.

If such a system of filing as has been indicated is adopted
it will naturally include such documents as notices of change of
address, and orders for the payment of dividends. Failing
this, these documents should be progressively numbered and
filed in numerical order, proper reference being made in the
appropriate registers of the company.

Transfer Deeds may conveniently be numbered in progres-
sive order, and at intervals bound into volumes containing
twelve months’ (or a lesser or longer period according to