Correspondence Filing AOS 155 Chapter 5

Alphabetic Storage Advantages Advantages Direct access filing method Direct access filing method Numbers before digits Numbers before digits Simple and standardized Simple and standardized Related records grouped together Related records grouped together

Disadvantages Disadvantages Misfiling easy Misfiling easy Similar names can cause confusion Similar names can cause confusion Names easily visible Names easily visible Related records with different names filed in different places Related records with different names filed in different places

Steps in Correspondence Filing 1. Inspect 2. Index 3. Code 4. Cross-reference 5. Sort 6. Store

Inspecting Record is ready to be stored Record is ready to be stored Any action completed or scheduled Any action completed or scheduled Release mark is present Release mark is present Date/time stamp is not a release mark Date/time stamp is not a release mark

Indexing Select the name to file under Select the name to file under Incoming Incoming By name in letterhead By name in letterhead Writer’s location or business connection Writer’s location or business connection Name in signature line Name in signature line Company name Company name Outgoing Outgoing Letter address name Letter address name Business name Business name Writers’ name if personal Writers’ name if personal

Coding Marking filing segments Marking filing segments Use colors, slashes, numbers, to distinguish Use colors, slashes, numbers, to distinguish Example on page 121 Example on page 121

Cross-Reference Use sheet with information. Use sheet with information. Example page 121. Example page 121.

Sorting and Storage Sort alphabetically Sort alphabetically Store Store Remove paper clips Remove paper clips Staple if necessary Staple if necessary Mend torn records Mend torn records Unfold Unfold