Secretarial practice

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Monograph

Identifikator:: 1828236004

URN:: urn:nbn:de:zbw-retromon-249926

Document type:: Monograph

Title:: Secretarial practice

Edition:: fourth edition

Place of publication:: Cambridge

Publisher:: W. Heffer & Sons Ltd

Year of publication:: 1930

Scope:: viii, 987 Seiten

Digitisation:: 2022

Collection:: Economics Books

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Document type:: Monograph

Structure type:: Chapter

Title:: Chapter XXVIII. Filing

Collection:: Economics Books

342 SECRETARIAL PRACTICE Central v. In the organisation of a large office, there should be either a Departmen- filing office connected with each department of the under- tal Filing. taking, or a central filing office supplying the needs of all departments. Advocates of both methods are to be found: those who prefer the central office point to economy of labour and the advantages of centralisation. It is suggested, how- ever, that the balance of advantage lies with the method first mentioned. It is quite easy, if the departmental filing staff is not fully occupied with the work of filing, to arrange supple- mentary duties, and so to avoid waste of labour, while the great advantage—since time is so frequently ‘of the essence of the contract’—in having a filing staff identified with each department, lies in the rapidity with which the desired file may be obtained. Centralisation may be theoretically sound but in practice there is much to be said for the departmental method; indeed, it may even be found that in distinct sections of a given department it is desirable to file the papers of such sections apart from those which are in the custody of the filing office. Such exceptions, however, should be well defined, for reasons too apparent to need enumeration. The point to be emphasised is, that methods of organisation should not be so rigidly enforced as to hamper speedy, efficient and simple working. Loose Copies. In many modern offices the press copying of the outwards mail is dispensed with, or, if retained, loose copies (carbon, if typed, or loose press copies, if hand written) of all letters are made in addition to the copies in the letter-book. The loose copy is an integral factor in the filing system, and its existence is assumed throughout this chapter, as no efficiently organised office can work at the speed demanded to-day, if reference has constantly to be made both to a letter-copying book and a file consisting only of inwards letters. In an office which is a head office, or one of a number of branches, two copies of each outwards letter should be made in all relative cases, one for filing on the branch or head office file, and the other for the subject file. A register dealing with inwards and outwards letters and containing, in one entry, the dates of receipt and reply, the correspondent’s name, the subject, and the reference to the file of correspondence, should be kept with unfailing prompti- tude. Such a register is invaluable for reference, and is needed to supplement the actual filing of correspondence. Each inwards letter should be stamped with the date of receipt, and endorsed with the file number if a numerical system of filing is employed, or caption, in the case of an alphabetical system. Register.

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