THE USE BOOK. 203 



Section 3. 



Section 3 will be used for filing correspondence and reports, 

 with the following drawer classification : 



Drawer 1 (top drawer, left-hand column). Miscellaneous 

 public. 



The drawer used for filing correspondence with the public is 

 equipped with an alphabetical (A to Z) index and four special 

 folders. (The filing should be alphabetical, not only as to the 

 first initial, but throughout the name. For example, all letters 

 from Henry Jones should be filed together, with the last letter 

 on top, and should always follow Albert Jones and precede John 

 Jones. By this method all the correspondence with any one per- 

 son can be found more quickly than would be possible if it were 

 necessary to search through all letters filed behind the J guide, i 



The four special guides should be used for correspondence 

 with Federal, State, or county officers, etc. For example. 

 " Local Land Office," " State Forester," " Depot Quartermaster." 



Correspondence with a person in his official capacity should 

 always be filed under his official title and not under his name. 



Correspondence with corporations, companies, and firms 

 should always be filed under the corporate or firm name and 

 not under names of individual signers. When the individual 

 signer is well known, however, it will be helpful to file a cross- 

 reference sheet under his name. 



Drawer 2. Orders: Departmental, Service, and supervisors' 

 orders, and field programmes, in separate folders. Supervisors' 

 orders should include all general orders and circular letters, 

 signed by the supervisor and sent to the Forest officers under 

 his jurisdiction. 



Drawer 3. Reports: Supervisors', rangers', and technical re- 

 ports, and outlines for the preparation of reports, with subject 

 guides, for each class. 



" Supervisors' reports " comprise all regular annual reports 

 required by the Use Book. Each copy filed should be labeled 

 across the top with subject and year. 



