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 347 of the correspondence and documents pertaining to the work of the Registration Department) should be retained per- manently and be housed under such conditions as will ensure their good condition and easy access. Every secretary will have unhappy recollections of the important file which, suddenly required after a lapse of years, cannot be found without prolonged search. It is suggested, as a general rule, that files of correspondence should be removed from the filing cabinet, and placed in transfer cases at least every two years. Each ‘main’ folder (to which reference has already been made) must be endorsed with the number of the transfer case in which the file for the previous two years has been placed, as well as with the number of the case to which the file in question is now being trans- ferred, thus ensuring continuity of reference and affording facilities for obtaining any required file. The transfer case should be large enough to accommodate foolscap size papers with comfort, and a convenient form is that of the box file, opening at the side and front. An endorsement bearing the number, in bold figures, and a brief statement of the contents on the back, will make the transfer case complete. Suitable reference must be made in the correspondence index. The foregoing suggestions apply, as has been indicated, principally to the general correspondence of an office, but there are many other classes of documents which have to be dealt with by the company secretary, and these call for special consideration. (a) AGREEMENTS AND CONTRACTS, ETC. These (in the form of originals) are of great importance, and as such should be preserved with all care. They can best be filed in separate envelopes, long enough to receive a foolscap document folded lengthways, and so endorsed with name, date and subject that these particulars are seen when the cabinet drawer is opened. Such a drawer should be narrow and high,and capable of holding the agreement or contract envelopes in a perpendicular position, whilst on the outside is indicated the name of the company making the agreements or contracts. Opinions differ as to the filing of spare copies of such docu- ments; some secretaries prefer that these be kept apart from the originals. Wherever possible, original documents should be stored in a strong room or fire-proof safe, and it should be insisted that at the close of each day original agreements or contracts which may have been in use in the office are to be returned to the filing clerk for safe custody. Filing of Agreements, Contracts, Title Deeds, ete.

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