44 THE NATIONAL FOREST MANUAL. 



is especially designed for horizontal and not vertical filing. No new furniture 

 designed for horizontal filing will be purchased. 



As correspondence is received for filing the file clerk will fasten the carbon 

 to the answered letter. When the carbon is not accompanied by an answered 

 letter, its pages will be fastened together as a unit for filing. 



In the miscellaneous section, when names of correspondents begin with the 

 same letter, alphabetical filing will be by the spelling of the surnames, as 

 Jenkins, Johnson, Jones. When correspondence from two or more persons ofj 

 the same surname is filed together, it will be filed alphabetically by the initials 

 of the given names, as A. Jones, H. Jones, W. Jones. If the initials are also the 

 same, the spelling of the first name will be the guide to the filing, as Albert 

 Jones, Alfred Jones, Arthur Jones. Correspondence filed under the same name 

 will be filed chronologically, with the most recent letter on top. Correspondence 

 with members of the Forest Service, with members of other burenus, and w r ith 

 State officials will be filed under the name of the office of the correspondent, and 

 not under his name or title. Correspondence with official of firms, associations, 

 and other private organizations will be filed by the name jf the writer when the 

 letter does not relate to the business of the organization. 



Circular Letters. 



Circular letters will be filed as other correspondence. 

 Cross Reference. 



Cross references will be made whenever they will be of assistance in locating 

 papers or correspondence. For example, Jones may write regarding the Smith 

 timber sale. In that event Jones's letter and a carbon of the answer will be 

 filed in the folder of the Smith timber sale. An extra carbon of the answer 

 will be filed alphabetically as a cross reference in the miscellaneous section. 

 The typewritten subject designation on the cross reference carbon should be 

 crossed out with pencil and the appropriate Z designation substituted before 

 filing. In case no answer is made to the Jones letter, a sheet of yellow paper 

 bearing the name of Jones and the subject designation under which his letter 

 has been filed will be filed under " Jones " in the miscellaneous section. 



As an additional safeguard against failure to date maps, statements, or memo- 

 randums prepared in the Forest Service, file clerks must see to it that no paper 

 without date and initialing or signature is filed. 



If they wish, supervisors may insert behind the miscellaneous section a guide 

 marked "Applications for positions," with either a single folder or an addi- 

 tional A to Z file, as may be required by the volume of business. 



Bangers' Files. 



Each ranger will be supplied with such standard filing equipment as, in the 

 judgment of the supervisor, his business warrants. After receiving instruc- 

 tions from the supervisor on the method of keeping his files he will be held 

 responsible for the completeness and correctness of his files. 



Bangers' Becord. 



All records and note's of ranger district business should be considered as 

 official, and rangers should keep them in such shape that they can be turned 

 over to a successor as part of the regular official records of the district. 



TRANSFERRING. 



Washington, District, and Supervisors' Offices. 



Correspondence filed vertically in the miscellaneous section will be trans- 

 ferred periodically, with the accompanying alphabetical guide cards, to wooden 

 transfer units of the same size as the drawers used for the current file. The 

 entire file from A to Z will be transferred. Correspondence filed alphabetically 

 in the horizontal filing drawers in the Washington office will be transferred as 

 drawers are filled. 



Correspondence filed in the classified section under designated subjects, but 

 not under designated transactions, will be transferred periodically, with the 

 accompanying guide cards and folders, to wooden transfer units and new guide 

 cards inserted in the current files. 



Correspondence in designated transactions will be transferred as the trans- 

 actions are closed, with the inclosing folders, to wooden transfer units labeled 

 " Closed file." The folders will be arranged in the closed file in the same rela- 

 tive order as in the current file. 



