FILING 
349 
With respect to the general correspondence, the large 
majority of letters are received from and sent to stockbrokers, 
bankers, and solicitors, only a small percentage being between 
the department and the company’s shareholders; if, therefore, 
the correspondence is filed under the names of the senders or 
addresses, it is, without cross-referencing, difficult to trace the 
particular account to which it refers. The simplest and most 
efficient method is to file all letters under the names of the 
stock or shareholders to whose accounts they relate. By this 
system all correspondence connected with an account (whether 
in the name of one proprietor or more) is readily available as it 
is kept together, and preserves its identity by a progressive 
number, which is retained until the account is closed. An 
enlargement of the principle of numbering is found in the 
practice of some secretaries, who progressively number each 
account in their registers, and this number is adopted for 
reference in all subsequent correspondence relating to the 
account. 
The methods of filing and storing need not be on such 
comprehensive lines as those suggested in the earlier part of this 
chapter dealing with general correspondence. A ‘backing’ 
sheet bearing the number, and (if desired) the name or names 
composing the account is all that is needed. All letters, 
inwards and outwards, are fastened thereto, and the files, thus 
formed, are kept in box files or cases, which bear an appro- 
priate endorsement. 
It may be urged as an objection to this method that in an 
office dealing with large numbers of shareholders’ accounts an 
accumulation of correspondence will soon result in congestion 
of space, but this objection can be met by a periodical removal 
to permanent storage. 
Considerable experience shows that the needs of the regis- 
tration department are met by retaining for reference one 
year’s correspondence in addition to that of the current year. 
Annually, the cases containing the earlier files are removed to 
storage after they have been numbered and indexed for 
subsequent reference. 
If such a system of filing as has been indicated is adopted 
it will naturally include such documents as notices of change of 
address, and orders for the payment of dividends. Failing 
this, these documents should be progressively numbered and 
filed in numerical order, proper reference being made in the 
appropriate registers of the company. 
Transfer Deeds may conveniently be numbered in progres- 
sive order, and at intervals bound into volumes containing 
twelve months’ (or a lesser or longer period according to