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

346 SECRETARIAL PRACTICE contains, and entries should also be made of any transfers of files to other folders. The files should not be fastened to the folder, which should always be kept in the drawer. When a file is removed for use outside the filing office a slip of paper stating to whom it has been handed or the temporary receipt form should be substituted until its return. Each separate file of correspondence should be kept in a stout paper (preferably manila) cover, bearing, as an endorse- ment, the subject-matter and (if the numerical system be employed) the reference number. The cover should be folded twice, so that the right-hand side may be folded over the contents before the left-hand of the wrapper (bearing the endorsement). The slight extra cost of this form of cover is fully justified by the condition in which papers, thus housed, may be preserved. All the contents should be firmly fastened in the cover by a loose tag so that the contents can be readily opened out for reference. The contents of each drawer should be arranged numerically (or alphabetically, as the case may be) from front to back and a corresponding indication placed on the outside of the drawers. Transfer The filing cabinet must be supplemented by transfer cases, from Current to which files of correspondence will periodically be transferred Piles and f; permanent storage, or for a prescribed time before their estruction. d . estruction. Regarding thelatter, a timelimit (if such be at all practicable), must be fixed to accord with the nature of the undertaking. [n some offices it may not be possible to destroy any corre- spondence for very many years, or only selected files may be disposed of, and no inflexible rule can well be applied for universal guidance. It may, however, be said with confidence that in the majority of offices, far too many obsolete papers of all kinds are retained, with consequent congestion of valuable and (in many cases) limited space, and ever in- creasing difficulty in obtaining with ease and rapidity any document or file to which reference is desired. Certainly much correspondence which had merely a passing importance, and papers of a formal character, together with documents con- taining information in the form of rough drafts (which can consequently be obtained in a final form elsewhere) may be disposed of in a comparatively short space of time. A period of retention of, say, seven years, should perhaps be sufficient in the case of the bulk of the general correspondence of an office, while papers relating to the capital issues of a company, including all documents connected with statutory meetings and stock and share transfer deeds (indeed, most, if not all,

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