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.