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

350 SECRETARIAL PRACTICE circumstances) deeds. Unless the quantity of transfers is very small, such volumes should only relate to one stock or class or shares. The method of pasting transfer deeds into guard books is clumsy and antiquated, and leads to a collection of books which are difficult to handle. Closely connected with the filing of transfer deeds is the disposal of surrendered stock and share certificates, and a satisfactory method is found in affixing them to the counter- foils of the books whence they were originally issued. A brief reference may be endorsed on the certificate, indicating the progressive number of the transfer deed to which it relates and such other particulars as may facilitate future reference. (d) INSURANCE PoriciEs. These form a distinct class, and where a large number of properties is concerned, it is desirable to file them apart from other documents. They are best stored in cabinets of such dimensions as will permit them to be filed in an upright position, and may well be indexed (bearing progressive numbers) by the card system, as in many cases their importance is only for a limited period. Obsolete policies should, as they lapse, be removed from the cabinet and the indices marked accordingly. As a supplement to filing, complete records should be furnished on cards relating to each property or block of properties; a card designed with the following heading will be found useful in keeping necessary details: Insurance of; Against; Insured by; Insured with; Office or Fund, Propor- tion; Policy Nos.; Sum Insured; Rates; Discounts; Premiums; Premiums paid; From, To; From, To; From, To (i.e. dates covered by premium payments). On the back of the record card spaces may be provided for particulars of any special obligations under the policies and of any claims arising thereunder. The latter being shown as under: Policy No., Reasons for Claim, Amount of Claim, Amount Paid. (¢) There are many papers and documents dealt with in the secretary’s office which do not come within the range of the foregoing sections. Periodical returns and statements, records of staff, analyses of sales and output, and the many un- classified items with which every secretary has to deal, have to be preserved—some temporarily, other permanently— and these must largely be dealt with as conditions may dictate. Generally speaking, such miscellaneous documents should bear a progressive number, and be recorded by means of a card or book index, any periodical transfer or destruction being re- corded therein.

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