1. Electronic Filing and Calculating

2. Arranging Records
Other filing methods used in an office consists of filing by subject, numeric, and geographic methods.
So far you have filed names of people, organizations, agencies, and businesses in alphabetic order.
You have practiced indexing, coding, cross-referencing, and filing names.
You are ready to expand your knowledge of alphabetic filing procedures by working with a variety of office documents.

3. An alphabetic arrangement of records by subject, type, or category.
Subject Filing Method
An alphabetic arrangement of records by subject, type, or category.
Every office uses the subject filing method.
Storing records solely by subject matter or topic instead of by name of individual, business, or organization.
Used when other systems will not be effective.
A subject folder may contain any combination of correspondence, bulletins, clippings, pictures, statistics, trade journals and other printed information relating to the subject.
Subject filing is considered the most difficult of all methods of filing. It is a system which demands that the person installing such a system has a complete knowledge of the business. The greatest problem is knowing under which subject an item will be filed.

4. Examples Library has lists of books by subjects
Cooking
Gardening
Telephone Yellow Pages lists businesses by types of service and products
Accountants
Banks
Carpets
Music stores list music by categories
Classical
Rock
Jazz
Western
In the office you have a file for applications or employment.
Behind that classification, you file the applicants according to applicants’ names in alphabetical order.
You use the same indexing method you learned in the rules.

5. Common Office Practices
Store together copies of business forms such as:
Purchase orders
Invoices
Bank statements
Equipment
Complaints
Advertising
Sales
Budget
It is filing by descriptive feature instead of by name or number. Such filing involves choosing a word or phrase to stand for each subject or to point out one phase of it.

6. Challenge of Subject Filing
Determining what subject title to use and under what subject title a particular record belongs.
Filing by subject requires the ability to group together like records and select suitable subject titles by which to file them.

7. Master Index
Because one person may not see a subject title in the same way as another person, an alphabetic index is necessary.
The index lists all subject headings used in the filing system.
May be prepared using a computer.
A card file with each subject heading on a single card may be used.
The master list can also serve as a check list to avoid repeating a subject already used when the file is expanded and new topics are added.

8. Guide and Folder Arrangement
Dictionary Arrangement
Records are arranged in alphabetic order by subject with no attempt to file related subjects together.
Encyclopedic Arrangement
Records are arranged in alphabetic order by major subject areas plus one or more subgroups of related topics.
In the encyclopedic arrangement, there are folder tabs to identify both the main subject classification and the subject subdivisions.
These tabs help the borrower to return the file to the correct location.
The dictionary arrangement lists all subjects in alphabetic order and disregards any related subgroups.
Turn to page 71 for an example.

9. Subject Filing Practice
Prepare a Master Index
Exercise 12, p. 77
Work in groups of two

10. Six Steps in Filing Process
Step 1: Inspecting
Step 2: Indexing
Step 3: Coding
Step 4: Cross-Referencing
Step 5: Sorting
Step 6: Filing
Although every office maintains a unique set of paper-based and electronic records, understanding how to manage records in general is important.

11. Step 1: Inspecting
Inspecting means making sure that a record has been released for filing.
This includes making sure that what needed to be done with the record was completed.
You need to check each record for release mark.

12. Inspecting (con’t)
Release Mark
A release mark is a check mark that lets you know that the document can be filed.
Document should contain a release mark such as the initial of the person who processed it.
Other release marks can consist of: tickler, pending, follow-up, future use, and words such as “form letter sent” or “reply sent.”
You need to check each record for release mark.
You can purchase a stamp that says file copy or something similar to this.

13. Step 2: Indexing
Read each record to determine subject. (Find theme for easy retrieval.)
Match subject of record with subject title already in alphabetic subject index. (Subject titles are compiled by records manager.)
If more than one subject, decide what the cross-reference subject will be.
Index name of correspondent, as it is used to file the document alphabetically within the subject folder.
The video rental store often first arranges the movies by subject category: adventure, comedy, drama, horror, etc. The name of the video is then listed in alphabetic order.
For a memo, the name of the correspondent is the writer of the memo.

14. Step 3: Coding
When subject titles contain more than one word, use three-letter subject codes. (Computer Software Development—CSD)
If there is only one word in subject title, use first three letters of the word. (ADM for Administration)
Use any code that makes sense so you don’t forgot the code or where the correspondence is filed.

15. Step 3: Coding
Write subject titles or codes in upper right-hand corner.
Underline with a wavy line for any cross-reference subject and place an X beside it in the right-side margin.
Code the correspondent’s name.

16. Step 4: Cross-Referencing
Prepare a C-R sheet for the file when more than one subject is included in a record.
Write the second subject title at the right-hand margin.
In space provided after SEE notation, indicate original subject under which record is filed.
Last week we learned the types of names that need to be cross-referenced.
Unusual names
Hyphenated names
Alternative names
Abbreviations and acronyms
Similar names
Compound business names
Foreign business names

17. Step 5: Sorting Sort records according to their main subject heading.
Place all records with the same main subject in a pile together.
Then sort records by subheading, if they have one.

18. Step 6: Filing
In each subject folder, arrange records in alpha order according to names of the correspondents.
If there are two or more pieces, arrange with most recent date in front.

19. Subject Filing Practice
Correspondence Coding/Indexing
Piece 35 on handout

20. The letter is to R. J. DeVille Mfg. Read and code letter.
The letter is a request for public information, so the subject code is what? Write this code in upper right-hand corner.
Index/code name of company.
Prepare C-R sheet.
Letter also mentions planning a conservation project to help protect the environment, prepare a C-R under second subject. The code for conservation projects is what? Put a wavy underline under the text and write the code in right margin with an X.
File in alpha order.
PIR
PCP
(PIR goes after PCP)
Show difference of filing with dictionary arrangement vs. encyclopedic arrangement

21. Correspondence Practice
Find letter 33 correspondence
Read and subject code letter
Code/index name of company
Code cross-reference and complete sheet
File (which comes first)
What would be a possible subject code?

22. Numeric Filing Procedures
An arrangement of records based on numbers.
Every office uses some numeric filing.
The phone company and organizations such as hospital record centers place emphasis on assigned numbers.
What are some numbers we might use to identify people, businesses, etc.
SS#
Credit card numbers
Driver’s license numbers
Registration numbers
Student identification numbers
Patient and client numbers
Numeric filing system is ideal for filing paperless records, such as computer disks, computer tapes, and audio and video cassettes.
They have a limited space for labeling.

23. Advantages of Numeric Filing
Speed and accuracy of filing and finding is the greatest benefit of a numeric system.
It can increase production time by 40 to 50%.
Security for the main file.
Records cannot be located by looking at the file drawer or shelf because only the numbers are visible.
Training employees to use the system is less time consuming.
Speed – Consecutive numbering is relatively easy to work with until the numbers get too large for easy reading ( )
Do you agree?
What comes after 3? 13? 28?
What comes after J? U? L?

24. Advantages (con’t)
Confidentiality. Records stored by numbers instead of name can protect identify of people involved.
Legal offices use case numbers instead of names.
Employee personnel records may be assigned an employee number and filed accordingly.
Students are assigned a personal identification number to protect identity.
Disadvantages: 650 Business Practices 658 Management etc
This system is therefore more time-consuming to use than one in which each file is given an instantly identifiable name.

25. Advantages (con’t) Easy and unlimited file expansion.
System is capable of infinite expansions and can cope with a very large number of sub-sections of data.
Pre-numbered records are easy to sort.
Numbers are easier to read than names, subjects, or titles
Cross-referencing appears on index card, not in filing system (lower equipment costs)

26. Disadvantages
More time consuming. Must check alphabetic index for record number before storing
In order for the numbers to convey readily what they mean, it is necessary for an index to be created. (600 Technology)
Large numbers tend to get reversed and misfiled.

27. Large Numbers
Numbers with five or more digits may be divided into groups of two or three digits and separated by:
Spaces –
Decimals –
Hyphens –
Diagonals – 504/679/935
When written in the above manner, each series of digits can be considered separately.

28. Numeric Filing Methods
Three ways to arrange numbers.
Consecutive numeric order
Terminal-digit order
Middle-digit order

29. Consecutive Numbering
Records arranged consecutively
Each record is numbered
All records following are given a progressively higher number
is read: 248-primary, 894-secondary, 472 tertiary

30. Terminal-Digit Numbering
Records arranged non-consecutively
In groups of two, three, or four digits
The numbers are read from right-to-left. The last group of numbers is the key indexing unit
is read: 472-primary, 894-secondary, 248-tertiary
New files are not grouped in same file area as they would be with consecutive numeric order. Congestion is reduced.

31. Middle-Digit Numbering
The middle group of numbers is read first (primary digits)
It is read like this:
is read: 894-primary, 248-secondary, 472-tertiary
Distributes more records
Allows related records to be grouped together.
Middle digit can represent a particular sales district, salesperson, or specific product line.
Which numbering order do you think is the easiest and most widely used? Consecutive numeric
Which system do you think takes the most training and filing time? Middle- and terminal-digit arrangements

32. Four Components of Consecutive Numeric Filing
Serially numbered folders with guides.
Filed in folders with numbered tabs
Filed in consecutive numeric order with lowest numbers first
Numeric guides divide drawer or shelf between every five or ten folders to facilitate filing and retrieval of records.

33. General Alphabetic Folders and Guides.
Alphabetic section behind guide labeled General is reserved for those records that have not yet been assigned a number
Record is filed in the General section according to correspondent’s name if it is only the first or second item for a correspondent.
When there is a third record, a number is assigned, numbered folder is prepared, and numeric folder containing records is filed.
General section is placed in front of consecutive numeric files.

34. Alphabetic Index. May be in the form of a list or card file
Shows number assigned to each correspondence and cross-reference names
Cross-referencing names eliminated the need to prepare cross-reference sheets for correspondence file
On index cards, each card shows name, address, & file number of the correspondence.

35. Accession Log
Contains numbered blank lines for assigning numbers to records. (See page 72 for example.)

36. Number Assignment (con’t)
If the name is not listed in the index, the record must be a new correspondence.
Add the new name to the alpha index and assign a G code.
If you are working with a card file, prepare a new card.
Write a G on record in upper right corner and file record in general alpha section.

37. Number Assignment (con’t)
When name has been assigned a number, write number in upper right corner of record.
File record in corresponding numeric folder, placing most recently dated record in front.

38. Number Assignment (con’t)
When two or more pieces have accumulated in G file, check accession log to find next available number.
Write correspondent’s name in indexing order on line next to number.
Write number on record.
Change G in alphabetic index by drawing line thru it and write the newly assigned number.

39. Color Coding Numeric Files
Color-coded labels on numeric folders help to improve efficiency of filing and retrieval of records.
Your book doesn’t mention color coding, but it is used extensively in medical facilities.

40. Bar Coding of Files
Bar coding improves the accuracy of filing, charge-out, and retrieval processes.
Bar codes are read by either using a portable bar code reader (wand) or by keyboard-attached bar code scanners.
You can just scan the UPC (Universal Product Code) identified on the file folder labels.
Your book also does not talk about bar coding. It is a more expensive way to code correspondence.

41. Practice Numeric Filing
Exercise 13 on page 79
Complete Group A, B, & C in groups of two

42. Geographic Filing Method
An alphabetic arrangement of records based on geographic location.
When business activities covers a wide geographic area, records are commonly grouped by location.

43. Geographic Filing
Utility companies, mail-order companies, publishers, airlines, and organizations with branch stores and offices are likely to arrange records by location first.
Intelligent business decisions are made based on location of activity.
Countries have differing laws and licenses to take into consideration.

44. Geographic Filing (con’t)
Geographic filing systems operate generally by county or country and then alphabetically or numerically by account name or number.

45. Dictionary Arrangement
An arrangement of geographic names from A to Z and is commonly used for a small volume of records that does not require subdivisions, such as a file of all streets, cities, or countries.
See page 75 for dictionary arrangement.

46. Encyclopedic Arrangement
Used when geographic territories are subdivided.
Subdivisions are necessary when filing states in various countries or cities in various states.
See page 76 for encyclopedic arrangement.
Main geographic division guides are main country guides (arranged in straight line at left-hand side.
Secondary guides are state/province name guides arrange in straight line to the right of primary guides.
General/individual folders are placed at far right.

47. General Country Folders
General country guides hold records for all states in that country until the general state folder is needed.
Arrange records in general country folders by state, city, and customer name, in that order.
Inspect folders regularly to determine whether a state folder is needed.

48. General State Folders
Hold records for all cities in that state until the general city folder is needed.
Arrange records in general state folders first by city and then by customer name, in that order.
Inspect folders regularly to determine whether an individual company folder is needed.
Five or more records
File most recent document in the front of the folder.

49. Geographic Filing (con’t)
If you do not know an address, you cannot access the geographic file directly; you must first consult an alphabetic name index, that gives the names and addresses of correspondents in the file. Thus it is called an indirect filing method.

50. Indexing and Coding
Index from the largest geographic territory to the smallest in this order:
Country
State
City
Name of correspondent
If business activity is not out of the U.S., then the state name is the key unit.

51. Indexing and Coding
Street names and house numbers are considered only when all other filing units (country, state, city, and correspondent name) are identical.
Code for geographic filing by: 1) circling the location and 2) numbering all filing units in the order they are considered for filing purposes.
Look at Figure 5.10 on page 76 for example.

52. Geographic Filing Practice
Exercise 14 on page 81
Complete Group A & B

53. Practical Tips for Filing

54. Tips
Space
A file drawer or shelf should be filled to no more than 90% of its capacity. Tightly packed files slow filing and finding to a crawl.
Index Guide
All active files should have a guide every 10 to 15 folders. Anything less means you are wasting time pushing and pulling folders back and forth, looking for the required record.

55. Tips (con’t) Folder Tabs Cross Indexing
Folder tabs should be visible immediately upon opening the file. A well-run file must have folders of uniform size and tab styles. Mixing folder heights and tab positions can reduce the efficiency of a filing system.
Cross Indexing
Make a reference in one file of related or helpful/additional data held in another file.

56. Tips (con’t) Folder Tab Identification File Overload
Identification on the tabs should be typewritten. Handwritten labels or labels with the names crossed out and re-typed should never be permitted.
File Overload
Don't overload your files to hold more than its capacity. If more files are placed in a folder than it can hold, the tab will slump down and out of sight.

57. Tips (con’t) Noting Files In Use Maintaining Security
A file borrowed without a record of who has it, when it was removed from the filing system etc, is a file lost!
Make sure you have a 'file in use' set of slips to be filled out showing: user, date out, date due back etc.
Maintaining Security
Some files will contain highly confidential data; make sure you control who may access what and keep a secure system for sensitive files.