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

348 SECRETARIAL PRACTICE The alphabetical register in book form is recommended for recording agreements, as affording a more permanent index than the card system. A book of this kind is never out of date, and provides under each letter, and in order of time, an entire survey of the agreements which have been entered into. Sufficient information will be given by a register with the following headings: No., Date of Agreement, Parties, Subject, Remarks. (6) TitLE DEEDS. Documents relating to the sale and puchase, etc., of property, or, more exactly, the deeds which embody such transactions, never become obsolete, and must be dealt with accordingly. They should always be stored in the strong room (if such be provided), or in a fireproof safe. An excellent practice is to file each parcel of deeds relating to any one purchase or sale separately. Stout expanding envelopes of a uniform size suitable for this purpose, and provided with a deep flap and tapes for tying, are manu- factured by various firms, and are really indispensable if these documents are so to be preserved as befits their importance. All the deeds comprised in one parcel may be usefully sum- marised on a type-written schedule (giving date, nature of and the parties to each deed) which should be affixed in a permanent manner to the inside of the deep flap of the envelope. On the front of the envelope should be an endorsement in bold characters, giving the number of the parcel, parish and name of the vendor or purchaser. This information is only needed in respect of the ‘principal’ deed as being the one of prime importance. Here again an alphabetical index in book form is to be preferred to the card index, and the following headings will meet all requirements: No., Date, Name of Vendor or Pur- chaser, Number of Deeds, Parish, Remarks. [t must be noted that the ‘principal’ deed only will appear in this index; all antecedent or subsidiary ones are included in the schedule recommended above. All the deeds in each parcel should bear an individual and a progressive number, thus: 280/1, 280/2, and so on; it will be observed that the index is furnished with a column which shows the number of deeds or documents in each parcel. (¢) REGISTRATION DEPARTMENT. The filing of all papers and documents connected with the work of this department calls for separate and different treatment, owing to its peculiar circumstances.

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