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.
