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

344 SECRETARIAL PRACTICE Alphabetical System. The even hundreds are readily remembered, and to them, as a convenient guide to inter-departmental correspondence, may be added tens, thus: — ‘A’ Company Secretary’s Department. . 110 ‘A’ Company Accountant’s » .. 120 ‘B’ Company Secretary's ’ ‘oe 210 ‘C’ Company Manager's ’ .. 330 'D’ Company Legal . 440 This method of numbering (which is easily variable to meet any particular circumstance) has the merit of being compre- hensive and not unduly complex, and, used intelligently, should afford a ready indication to the files dealing with the correspondence upon any subject of the business of any company. It may also conveniently comprehend a subject relating to more than one company by the combination of the prefixes. Although the numerical system, with its indispensable adjunct, the index of files, works well in practice, the alpha- betical system (which by constituting its own index, dispenses with the necessity of a separate record) has many adherents. It is simple in working, and a card or other index is unneces- sary while instead of marking with numbers, which convey nothing in themselves, each letter and document can be marked with its subject reference. This can be done in the majority of cases by underlining one or more words with a coloured pencil. Correspondence which consists of a single letter and its reply can be filed under ‘ Miscellaneous,” ‘A,” ‘B,” ‘C,” etc. If further correspondence develops in such cases, the papers can be removed from the miscellaneous file, and filed alphabetically. At intervals in the filing cabinets, index sheets can, if desired, be inserted with suitable captions, e.g.: MAA—MAL. Mabson, W. A. Madison Avenue Office. Generally, the alphabetical system of filing seems more suitable where correspondence is mainly or entirely with individual customers or clients, as would be the case in a stockbroker’s office. Where correspondence is more varied, and a number of persons or firms may be involved in the same subject it will probably be more convenient to use the numerical method. It has already been stated that with the alphabetical system no index is needed, but it will doubtless be found useful, particularly in the case of large undertakings, to keep a complete list or inventory of files. y)

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