Secretarial practice

Bibliographic data

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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Chapter

Document type:: Monograph

Structure type:: Chapter

Title:: Chapter XXVIII. Filing

Collection:: Economics Books

FILING 343 It should also be a rule that each outward letter should have the subject to which it relates set out at the head. Each Jetter should only refer to one subject, but exceptions to this rule may be provided for by increasing the number of loose copies in accordance with the number of subjects dealt with in the letter. It will be seen from the preceding remarks that a proper system of referencing is a fundamental factor in any method of filing. Such references, by means of numbering,or alternative- ly, subject headings, are suggested below; but success, or otherwise, in the work of the filing office, largely depends on the way in which the referencing is carried out. Every subject should be separately indexed, but many, or perhaps most sub- jects, in a large department require sub-dividing for conveni- ence in the work of the department; and here, more than in any other detail, care must be exercised. If, on the one hand, corre- spondence is insufficiently sub-divided, it is difficult to trace required correspondence, and time is wasted; while on the other, unnecessary division of any principal subject is wasteful in the use of filing material, and increases the risk of filing in the wrong sub-division. No hard and fast rule can be laid down regarding the question of references; each office has circumstances peculiar to its own business, and elasticity is essential. Briefly, it may be said that a conservative use of sub-divisions will probably be found convenient in working. Where the numerical reference system is employed, every subject of correspondence, as stated in the preceding para- graph, should bear a distinctive number, and every sub- division of the same subject a further number. These may conveniently be an integral number for the main subject and a decimal fraction for each sub-division. The following examples sufficiently indicate the suggested method: — Rates and Taxes .. . .. 6 's Income Tax .. 6-1 In a department or office dealing with the business of several companies, amplification of the system of reference numbers will be needed in order to establish the identity of documents and to guide the filing clerk. This may be done in a simple manner by prefixing a number to the reference suggested in 4 ~ foregoing paragraph, and is indicated as ollowe es re mn a Referencing. Numerical System. Calan Tnyectma+

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