file clerk and the clerk should have full control of the work of
the division. In a large business, a chief file clerk and several
assistants will be required, while in a small business it is customary
for the stenographer to do the filing. No matter what the extent of the
filing, the principle is the same; if but two persons are employed and
one is expected to do the filing, the other should neither file nor
remove papers from the file. When a letter is wanted, the file clerk
should be asked for it.
The essential qualifications of a file clerk may be summed up as
follows:
A good memory;
The habit of accuracy;
The ability to read confusing chirography;
The ability to spell correctly;
Speed.
To these might be added the possession of a liberal amount of common
sense, the faculty of absorbing information, and ability to correlate
facts according to their importance.
A good memory is very necessary, for the papers that have been filed
must be found when wanted. Letters signed by an individual may be filed
with the correspondence of his firm. When the manager calls for "that
letter from Whitcomb," it is embarrassing to ask him with what firm Mr.
Whitcomb is connected; still more so to keep the manager waiting while
an index is consulted.
A comprehensive index is necessary, of course, and the efficient file
clerk will be fortified against all possible contingencies with proper
indexes, but a memory which will permit of ignoring indexes, except in
special cases, is a valuable asset. It may be stated as a rule that
it should not be necessary to refer to special indexes to locate the
letters of a regular correspondent.
Accuracy is another very necessary qualification. Accuracy is a
habit--the habit of first finding the right way to do a thing, and
then doing it that way every time. The habit of doing a thing the same
way every time is very important in filing. If the rule is to file all
correspondence in the name of the firm from whom it is received, no
matter by whom signed, it is very essential that all letters from the
firm be filed in exactly the same way--not a part of them in the name
of the individual.
Accuracy is necessary also in placing letters in the files. Letters
that belong in the _Be_ division of the index must be filed there--not
in the _Ba_ division; letters intended for folder _No. 19_ are to all
intents lost, if placed in _No. 91_.
To be able to read confusing chirography is a talent that is much
appreciated in more than one line of endeavor; it is especially
valuable to the file clerk. The signatures of many men are notoriously
difficult to read, and large numbers of such signatures come to the
filing division of every concern having an extensive correspondence.
Spelling might seem to be an accomplishment not absolutely essential to
the equipment of a file clerk, but the ability to spell correctly is
very helpful. It is a great help in indexing. Especially when a finely
subdivided index is used, correct spelling is necessary to determine
the division under which a paper should be filed.
Speed is an absolute requirement. When the manager wants a letter, he
wants it at once. When the day's mail reaches the filing division,
it must be filed as quickly as possible. Some one may call for a
letter within an hour after it reaches the files, and to find it in
the unfiled correspondence means inevitable delay. Nowhere is prompt
service more thoroughly appreciated than in the filing division.
The importance of securing a file clerk with proper qualifications
is apparently overlooked in many offices. A girl is placed in charge
because she will work for a small salary, resulting--unless she is
qualified--in very poor service. An incompetent file clerk can, in a
short time, get the files in a demoralized condition almost impossible
to straighten out. The necessity of proper filing makes the position
one of real importance. On the other hand, the possibilities of the
position are seldom appreciated by the clerk. This is due, perhaps, to
the policy of making the position one of the lowest in the office from
the salary standpoint; but the greatest possibilities of the position
lie outside of the salary question.
The position of file clerk is a sure stepping stone to something
better--a more responsible and better paid position. No clerk in the
office has a better opportunity to obtain a general knowledge of the
business. From the stenographer who files the manager's personal
correspondence, to the clerk in charge of an extensive filing division,
each is intrusted with important papers revealing the very secrets of
the business. The position is a confidential one, and the clerk who can
absorb the information that must inevitably come to his notice, and
_keep the information to himself_, is surely preparing to fill a higher
position; he has a golden opportunity to demonstrate his absolute
trustworthiness.
FILING SYSTEMS
[Illustration: Fig. 9. Flat Letter File. _Browne-Morse Co._]
The evolution of methods of filing is itself an interesting study. From
the days when the merchant preserved his bills and important letters
by hanging them on a sharp-pointed hook, to the present with filing
cabinets of pleasing design and careful construction, in sizes to hold
papers of all shapes and kinds, there has been constant progress. The
advance of business methods, bringing with it an ever-increasing volume
of papers to be preserved, has resulted in a demand for more simple
methods--more scientific systems of filing. Those confronted with a
practical solution of the problem, and those attempting to supply the
demand, have devoted much time to a study of the subject. This has
brought into being the filing expert who makes a study of the filing
problems of concerns in all lines of business. The manufacturer has
kept pace with the development, and now is prepared to furnish the
right device for filing any document from a small card to the largest
drawing or map.
In this discussion of filing systems, it is not necessary to consider
the obsolete methods, even though they have at some time been
considered standard. The purpose of this discussion will be better
served by a study of the more modern systems.
=Flat Files.= One of the filing systems still found in some offices is
the flat, or box file. This file is made in the form of a box, with
a hinged cover, as shown in Fig. 9. This box is of the right size
to hold letters without folding, and is equipped with an _A_ to _Z_
index. Letters and other papers are filed between the index sheets in
the order of their receipt. Sometimes an attempt is made to keep all
of the correspondence of one person together but, since the letters
are simply laid in the file, with no means of separating those of the
several correspondents filed in one subdivision, it is very difficult
to maintain this arrangement.
Cabinets are also made with box drawers of wood, the number of drawers
in a cabinet ranging from two to sixty. This permits of the use of
a more finely subdivided index, and better classification of the
contents. Each box in the cabinet is equipped with a spring compressor
which holds the contents in place. To file or remove papers it is
necessary to release this compressor. The index is removable, and when
the drawer is full, the index and contents are placed in one of the box
files referred to, which then becomes a transfer case. A new index is
placed in the file, which is then ready for current correspondence.
This style of cabinet was for long the best to be had, but when
used for filing an extensive correspondence, its defects became
apparent. Among the disadvantages of its use, one of the chief is the
uneven filling up of the separate divisions. Where the alphabet is
divided among several drawers, one may fill up in two months, while
another is but half full at the end of a year. This means that the
transferring must be done whenever a single drawer is filled, instead
of transferring the contents of the entire file at one time, adding to
the difficulty of locating correspondence at a given date.
Other disadvantages are that correspondence is mixed together, making
it difficult to locate all of the correspondence of one person; to
remove a letter, the drawer must be taken from the file, and a search
made through all of the letters in a given subdivision of the alphabet.
Frequent transfers are necessary, resulting in an accumulation of
transfer files which occupy valuable space in the office.
=Vertical Filing.= The vertical system of filing takes its name from
the fact that papers are filed vertically, on edge, instead of being
laid flat in a drawer. Vertical filing is the result of a gradual
evolution of filing methods.
Those who recognized the defects of the old systems, set about to
correct them. In the search for a remedy, all systems in use--for
whatever purpose--were carefully investigated, among others the
so-called _railroad system_. For years, railroads had been keeping all
correspondence relating to one subject together, attaching the letters
to a strong backing sheet. The sheet, with the letters attached, was
folded twice, making a package about 3½"×9" in size, which package
was known as a file. These files were numbered, and kept in numerical
sequence in pigeon holes, or in boxes similar to the present-day
document files. When the document boxes were used, which was the case
in the larger offices, the packages or files were placed on end--filed
vertically. This undoubtedly was the forerunner of the present-day
vertical file.
The plan of keeping together all correspondence about a given subject
naturally appealed to the investigator as being practicable for use
in a commercial house. Not a few houses adopted the system in its
entirety, which included an alphabetically indexed book in which a
brief synopsis of the correspondence was written. The book was also
used for a cross-index to the names of individual correspondents. It
was really a system of recording the principal contents of letters,
with references to the files where all of the correspondence could be
found.
[Illustration: Fig. 10. The Principle of Vertical Filing. _Browne-Morse
Co._]
While the idea of keeping all of the correspondence on one subject, or
with one individual, together, was excellent, this system was not well
adapted to commercial use. Writing the contents of letters in a book
was entirely impractical, and too much time was required to open the
files and refer to the contents. But, said someone, why not adopt the
numerical idea, and substitute a numerical for the alphabetical index
in the box file; instead of index sheets printed with the letters, why
not have them numbered from _1_ up? Then a number could be assigned
to each correspondent and all of his letters could be filed under the
index sheet bearing the corresponding number. An index book could be
used for the names and references to the numbers.
Next came the card-index man with a proposition to use his cards for an
index to the files. Not long ago the writer inspected a filing system
consisting of a number of box files indexed numerically, arranged on a
shelf. A card index supplied the cross-references. In this particular
case the system was designed by a card-index manufacturer to create a
market for card files.
But the use of card indexes furnished the final solution of the filing
problem. If small cards could be filed on edge, why not letters? With a
larger drawer, with index guides to fit, the card index idea could be
adapted to the filing of correspondence. Indeed, a flat file drawer,
standing on edge, as shown in Fig. 10, illustrates the principle of
vertical filing.
[Illustration: Fig. 11. Folder for Vertical Filing _Browne-Morse Co._]
To preserve the idea of keeping all correspondence of one individual
or firm together, folders are used. A folder, as shown in Fig. 11,
consists of a piece of heavy manila paper folded, with one edge higher
than the other, forming a pocket 9¾"×11⅞" in size. The higher
or projecting edge of the folder is used for writing the name of the
correspondent or other reference; or the folder may be made with a
projecting tab for the purpose.
One of these folders is used for each correspondent. Suppose, for
example, that correspondence develops with Scott & Blake. The name of
the concern is written on the projection of a folder, and all letters
from, with copies of all letters written to, Scott & Blake are placed
in this folder in the order of their date--the last letter in front.
The folder provides a complete history of the correspondence with the
concern.
[Illustration: Fig. 12. Guides for Vertical Filing. _Browne-Morse Co._]
The folders are filed on edge between guides or index cards having
projections on which the indexes are written or printed. The indexes
are fastened in a vertical file drawer, yet are removable. On the
bottom of the guide, Fig. 12, is a square-cut projection, punched with
a round hole. This projection drops into an opening in the bottom of
the drawer, and engages a countersunk rod which is passed through
the hole. The rod holds the guide firmly in place, but since the rod
is removable, the guide can be taken out when it is desired to do so.
The folders are not fastened in any way, and any folder can be removed
without disturbing the others, as shown in Fig. 13.
[Illustration: Fig. 13. Vertical File Drawer Showing Folders and Guides
_Browne-Morse Co._]
=Methods of Indexing.= There are four principal methods of indexing the
vertical file; namely, the numerical, alphabetical, geographical, and
subject. These four methods, with their resulting combinations, provide
for the proper indexing of any class of papers.
_Numerical Indexing._ Numerical indexing was the method first used with
the vertical file, and still is extensively used. With the numerical
system of indexing, the folders are numbered consecutively in the upper
right-hand corner. The folders are filed in numerical sequence between
guides, numbered usually by 10's, as shown in Fig. 14.
Each correspondent is known by a number, and all of his
correspondence--both original letters and copies of replies--is filed
in a folder bearing his number. To locate his folder, a cross-index
is necessary, as it is not possible to remember the numbers of all
correspondents. The index is provided by a card on which is written the
name, the folder number or file number, and any other memoranda that
may be desired. The card is filed in a card drawer behind the proper
alphabetical index guide, where it can be found very quickly.
[Illustration: Fig. 14. Numerical Indexing _Browne-Morse Co._]
Suppose, for example, that correspondence develops with B. J. Anderson.
We will file his letter or a copy of our reply in the next unused
numbered folder--which happens to be _No. 545_--and this will be Mr.
Anderson's number as long as we have any dealings with him. Before
placing the folder in the proper place in the file--following folder
_No. 544_, back of guide _540_--we will write Mr. Anderson's name near
the upper edge, and at the same time we will fill out an index card as
shown in Fig. 15. This card will be filed in its proper place in the
card index drawer, and whenever we wish to refer to this correspondence
we will turn to the card, which shows that it will be found in folder
_No. 545_.
When a letter refers to more than one person or subject, it is filed
under the most important. For example, when correspondence develops
with a firm, it should always be filed under the firm name, even though
the letters are signed by individuals. We will suppose that one of
our correspondents is the Norton Machine Co., and that folder _No.
610_ is assigned. Later, a letter signed by T. J. Watson, Secretary,
is received. Since the letter refers to the business of the Norton
Machine Co., it will be filed in their folder, and we will fill out
a cross-index card for T. J. Watson, Secretary, referring to the
company's folder, as shown in Fig. 16. This will be filed with the
other cards in the alphabetical card index, and will enable us to
locate the correspondence of T. J. Watson, even if we do not remember
the name of the company.
[Illustration: Fig. 15. Index Card for Numerical Filing]
_Alphabetical Indexing._ The alphabetical is the simplest method of
indexing. The guide or index cards are printed with the letters of the
alphabet, providing an alphabetical index between which the folders are
filed. Sets of alphabetical guides with any number of subdivisions up
to 4000 are to be had.
[Illustration: Fig. 16. Indexing Firm Correspondence for Numerical
Filing]
With the alphabetical system a folder is assigned to each regular
correspondent, as with the numerical system, but instead of a number,
only the name is written on the folder, or on the tab projection. The
folder is filed back of the proper alphabetical guide, as in Fig. 17,
and is used exclusively for that one correspondent.
[Illustration: Fig. 17. File with 50 Alphabetical Subdivisions
_Browne-Morse Co._]
It is the experience of every business house that a small
correspondence is received from a large number of persons. Perhaps but
one or two letters will be received, the person never developing into a
regular correspondent. This correspondence is treated as miscellaneous.
For miscellaneous correspondence a separate folder, on which the
index letters are written or printed, is used for each alphabetical
subdivision. This may be placed either behind or in front of the name
folders, as in Fig. 18.
The miscellaneous folder should not be allowed to become too full.
When a sufficient number of letters are accumulated with a firm or
individual, or whenever the nature of the correspondence indicates
that it is likely to become permanent, it should be transferred to a
separate folder.
_Geographical Indexing._ When for any reason it is desirable to have
correspondence arranged according to territory, the geographical system
of indexing is used to excellent advantage. The plan is exactly like
alphabetical indexing, with the exception that the files are divided
according to territory. First, the files are divided by states by
means of state guides--indexes printed with the names of the states. A
very large concern may require guides for all states, while a smaller
business will use only three or four such divisions. Or a concern
doing business in a half-dozen states may find it advisable to arrange
the correspondence from but two of them territorially, indexing the
balance alphabetically. The correspondence from a single state may
require two or more drawers; or one drawer may accommodate that from
several states.
[Illustration: Fig. 18. Tab Folders. Miscellaneous Folders in front.
_Library Bureau_]
To subdivide the states, guide cards printed with the names of the
towns are used. These are arranged alphabetically between the state
guides. Correspondence folders are filed back of the town guides in
alphabetical sequence. If there is a large number of correspondents in
one town, the folders are subdivided with a set of alphabetical guides.
The geographical method of indexing is shown in Fig. 19.
[Illustration: Fig. 19. Geographical-Alphabetical Filing with Guides
for States and Towns. _Library Bureau_]
When the correspondence in a state is scattered, with but few
correspondents in each town, a set of alphabetical guides can be
substituted for the town guides. In New York state, for instance, the
letter _A_ would represent Albion, Attica, and other towns the names of
which begin with that letter. If there is a large town--as Albany--in
which there are a number of correspondents, a town guide should be
inserted in its proper place in the alphabetical index. Then, if the
correspondence from Albany is sufficient, it can be subdivided with
alphabetical guides, but these should be of a different color than
those representing the towns. The geographical index can be expanded
to any limit by inserting additional town and alphabetical guides,
wherever and whenever needed.
[Illustration: ONE OF THE STENOGRAPHERS' ROOMS AT THE PLANT OF THE
POSTUM CEREAL COMPANY, LTD., BATTLE CREEK, MICH.]
[Illustration: Fig. 20. Subject Indexing and Cross-Reference Notice
Memoranda on Index Cards _Library Bureau_]
_Subject Index._ The subject index is used whenever the subject of the
correspondence is more important than the name of the writer. Subject
indexing may be used in connection with the regular correspondence.
When it is desired to file by subjects indexed numerically, a numbered
folder is headed with the name of the subject, and all correspondence
pertaining to the subject is filed in that folder. An index card is
then filled in with the name of the subject and the number of the
folder, and filed alphabetically. Additional cross-index cards are
headed with the names of correspondents, and refer to the subject and
folder number. Several subject index cards are shown in Fig. 20.
Subject filing can be adapted to the alphabetical index by inserting
folders or guides headed with the names of subjects, as shown in Fig.
21. These folders are used for correspondence pertaining to a given
subject, and cross-index cards are made for the names of individuals.
=Selecting the Index.= The selection of the index for correspondence
files is important, and must be governed by the nature of the business,
and the correspondence to be filed. Subject indexing is the least
used of any of the methods described. Railroads, and a few large
corporations determine as far as possible a number of subject headings
under which all correspondence shall be filed, individuals being known
only in the miscellaneous correspondence; but these are exceptions,
and this method of filing is not adapted to the needs of the average
business concern.
[Illustration: Fig. 21. Subject and Alphabetical Folder _Browne-Morse
Co._]
Geographical indexing is quite largely used by jobbers, and is a very
practicable method for a concern whose correspondence is confined
within a definite territory. It is also used to advantage in connection
with other methods of indexing. For example, a concern in Chicago,
with a large number of customers in Illinois, Iowa, and Wisconsin,
might use a geographical index for those states, while filing all other
correspondence alphabetically.
This leaves alphabetical and numerical indexing from which to make a
selection. A thorough investigation, which has included consultations
with many leading filing experts, and examinations of the systems used
by more than a hundred representative houses, from the small retail
store to the largest corporations, leads to the conclusion that, except
in special cases, the alphabetical index is best. It is best because
simplest; and to do a thing in the most simple way is one of the
cardinal principles of business system.
Alphabetical indexing adapts itself to every possible requirement.
Suppose, for example, that the correspondence of the Norton Machine
Company is filed alphabetically, and that you want to refer to the
correspondence of T. J. Watson, who is secretary of the company. A
cross-index card is headed with the name of the company. This would be
exactly like the cross-index shown in Fig. 16, except that the number
would be omitted.
There may be times when you will wish to keep together all
correspondence pertaining to a given subject--as a contract in
which you are interested. A folder can be made for this contract,
headed with the subject name, and filed in its proper place in the
alphabetical index. Cross-reference cards can be made, headed with the
names of individuals, and referring to the subject. Perhaps, when the
contract is completed, there will be no further reason for keeping the
correspondence together, and it can then be distributed according to
the regular alphabetical arrangement.