612 PARKS 



methods. In fact no attempt is here made to describe methods of filing and 

 indexing because the best information that is available is found in current 

 trade publications and manufacturers' catalogues, which go into the subject 

 much more thoroughly and in a much more up-to-date manner than any 

 general textbook on the subject. 



An office manager cannot give too much consideration to, and lay too 

 much stress upon the importance of filing and indexing. His filing depart- 

 ment is his storehouse of information, and if the information is not readily 

 available at all times it becomes useless. The file clerk in charge of the 

 department is much more of an expert than most office managers give her 

 credit for being. In fact, if she is not an expert and is not capable of devising 

 a new method or improved method of filing and indexing, she is not fit for 

 the job at hand. Too many filing departments are so designed and so 

 operated that when the file clerk is away the filing system is of no use, and 

 when the end of the year rolls around and the file clerk is incapacitated for 

 one reason or another, then the office is in a "mess." In order to obviate 

 these unpleasant situations, it is necessary for the office manager to have 

 available the general layout of the filing department and certain informa- 

 tion in regard to the type of information filed. All of these instructions can 

 be put in an office manual, in fact, the following is quoted from an office 

 manual: 



"Filing and Indexing. There should at all times be available at the 

 file clerk's desk and also at the chief clerk's desk, a chart or plan of the 

 location of the various files in the vault. This chart will indicate the various 

 files and the drawers in the files, labeled the same as the files themselves, 

 as, for example: Paid Bills 1922; Original Notes on Board Proceedings 1917; 

 Assessment Rolls and Plats; Pending Proceedings; Concert Programs. 



A chart of the filing cases in the storehouse should also be kept by 

 the file clerk and a copy for the chief clerk. The files in the storehouse 

 should be in just as good shape as those in the general office, even though 

 the cases may not be so convenient, may be older and out-of-date. 



Unless printed, the guides and folders are to be neatly typed. No 

 papers are to be left protruding from the folder and each file should at 

 all times present a uniform and neat appearance. All papers and documents 

 sent to the filing clerk for filing must be filed and indexed the same day. 

 It is imperative that an 'out' system be maintained so that the location 

 of any paper or document not in the files may be readily ascertained. It is 

 the duty of the file clerk to read various trade publications and to file pam- 

 phlets so as to be always informed on the latest developments in this direction. 

 The file clerk should be prepared to suggest improvements from time to time 

 as the needs of the departments may require. 



At the beginning of each year, the file clerk shall transfer from the 

 cases in the vault to the cases in the storehouse one year's supply of all the 

 papers that the accompanying schedule calls for transferring. Such papers 



