CHAPTER “"XVIIT

FILING

AN efficient system of filing is essential to the proper working
of any office; without it, confusion, delay and needless labour—
resulting possibly in financial loss—are caused. On the other
hand, nothing is more conducive to expeditious working than
a system which is at once comprehensive and simple. It
may, indeed, be said that such a system is the keystone in
the organisation of an office, and this is a fact which has been
fully appreciated in recent years by the makers of office
requisites. It does not fall within the scope of this chapter
to recommend the productions of individual firms, but rather
to suggest the general principles which, as the result of
experience, are found to underlie methods of filing corre-
spondence, agreements, title deeds and other documents, have
proved satisfactory, and are readily adaptable to the require-
ments of large or small undertakings. The prospective pur-
chaser will have no difficulty in obtaining the mechanical aids
necessary for the completion of his office equipment from the
numerous manufacturers of requisites.

While, however, a judicious selection of such aids is of
importance, it is at least equally important that care be given
to the organisation of the staff of the filing office. It should
be a primary rule that access to the files can only be gained
through the filing clerk or clerks; unlimited access results
(in an office of any magnitude) in missing files and documents
replaced incorrectly; it is, therefore, essential that the rule
be laid down and rigidly enforced that the required file or
document is only to be obtained through the proper person, to
whose custody it is to be returned without delay. No docu-
ment should be issued by the filing office without a temporary
receipt from the borrower. It is also essential that all new
files should only be established in conjunction with the head
of the filing office, so that overlapping may be avoided and a
carefully arranged system of Iles may be developed and
recorded.

Filing Staff.