CONVICT LABOR FOE EOAD WORK. 45 



FILING SYSTEM. 



A very convenient method of filing the cost-account and per- 

 sonal reports is to inclose all the reports for one month m a manUa 

 envelope of proper size, on the back of which maybe prmted a blank 

 summary form for the display of the significant figures of aU the 

 inclosed reports. The envelopes for the various months and camps 

 may then be filed in order in a simple drawer letter file. 



Numbering of Forms. 



Instead of designatmg the various forms by their names, which 

 may be rather ciunbersome, it is a good plan to give each of the re- 

 ports a form number. The sample forms shown are numbered 

 according to a decimal system, by which the nimibers serve to desig- 

 nate not only the individual forms but also the class of forms to 

 which they belong. For example, the forms shown are divided 

 into four classes according to their use, as foUows: 



Class I. Operating forms, including (1) Requisition; (2) Purchase 

 order; (3) Voucher for suppUes and services furnished; (4) Inventory 

 of property. 



Class II. Mamtenance reports, including (1) Food-item report; (2) 

 Summary of quantities and cost of food issued; (3) Report of services 

 and supplies other than food. 



Class III. Work reports, including (1) Daily report of construction; 

 (2) Monthly report of construction. 



Class IV. Personal reports, including (1) Prisoners' time sheet; 

 (2) Movement of prisoners; (3) Daily report of sickness. 



All forms of Class I have in their numbers the figure 1 on the left 

 of the decimal point, and the four forms in the class are numbered 

 from 1 to 4, respectively, on the right of the decimal point in the order 

 in which they are enumerated above. The three forms of Class II 

 are designated by the figure 2 on the left of the decimal point, and 

 the figures 1 to 3 in the order of enumeration above, on the right of 

 the point; and the numbers of forms in Class III and Class IV are 

 determined in like manner. 



