GOOl^BATI^^ ORGANIZATION BUSINESS METHODS. Q 



FILING SYSTEMS. 



Vertical filing cabinets, either wood or metal, have become stand- 

 ard equipment. These files are equipped with heavy press-board 

 guides for indexing purposes and with folders in which the corre- 

 spondence is placed. There are several systems of indexing in use; 

 but two, however, the alphabetical and the numerical, need to be 

 considered here. 



THE ALPHABETICAL INDEX. 



The alphabetical system is the most simple and perhaps the most 

 practical method for the average-size organization. The guides are 

 made up in sets of 25, 40, 60, 80, 100, or more. The simplest divi- 

 sion — that of 25 — contemplates a card for each letter of the alphabet 

 with the exception of the letter M, Avhich has an additional card 

 for Mc, and the letters X, Y, and Z are placed on one card. The 

 other sets further subdivide the alphabet. Under each guide separate 

 folders are provided for all regular customers or frequent corre- 

 spondents, and the name of each is indicated on the tab. A folder is 

 also provided under each guide for the miscellaneous correspondence 

 to be filed under that subdivision. This folder is often of a different 

 color so as to be more easily distinguished. The alphabetical method 

 of filing is probably better than the numerical because it is simpler 

 and no index of any kind is required beyond the divisional guides 

 with which the file cabinet drawers are equipped. 



THE NUMERICAL INDEX. 



In numerical indexing a number is assigned to each person Avitli 

 whom considerable correspondence is carried on. The guides are 

 usually numbered by tens and twenties, and between these the folders 

 are placed in numerical sequence. To locate any particular folder an 

 alphabetical cross index is necessary. This index consists of cards 

 bearing the name and the folder number of each correspondent filed 

 behind the proper alphabetical index so that it can be located easily. 

 The alphabetical system provides a miscellaneous folder for all cor- 

 respondents with whom only one or two letters are exchanged. The 

 advantages to Ijc derived from opening a sepai'atc folder for each of 

 these correspondents would hardly warrant the expense. A folder is, 

 therefore, sometimes used for miscellaneous correspondence, and all 

 such miscellaneous correspondence is filed in this folder under one 

 number. This is, however, hardly a satisfactory method, and it is 

 often found necessary or advisable to use the numerical system for 

 the heavy correspondence and an al[)habetical index for the miscel- 

 Jjineous items. The numerical index admits of unlimited expansion 



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