■-I r nt '5-736 JM ($arneU InittetBttg Jt^actt, ST. Q. Sltbrai;^ HF5736.H8""'"""'"'"'"-"'™'^ '"•Jexing and filing; a manuai of standard 3 1924 014 533 180 Cornell University Library The original of tiiis book is in tine Cornell University Library. There are no known copyright restrictions in the United States on the use of the text. http://www.archive.org/details/cu31924014533180 Indexing and Filing A Manual of Standard Practice By E. R. HUDDERS Public Accountant ; Member of the American Stathtical Association NEW YORK THE RONALD PRESS COMPANY 1916 COPYRIGHT 1916 BY THE RONALD PRESS COMPANY C^ \ss\'? William G, Hewitt Press, Brooklyn, Prluters J. F. Tapley Co., New York, Binders Preface In presenting this volume it seems desirable that a brief sketch be given covering the development in the field of indexing and filing. Less than two generations ago the business man handled all of his correspondence from the opening of a communica- tion to its filing, and the man who had sufficient correspond- ence to require the services of an amanuensis was the excep- tion rather than the rule. The number of papers handled was so limited that the filing question, was a more or less negligible one, the usual procedure being to jab the paper on a stick or spindle file, or else stow it away in the drawer of a counter or cupboard. Since then the growth of the country, changes in conditions and new inventions have made it possible to transact business in hours and even in minutes that formerly required days, weeks, or months, and with this growth has come an enormous increase in the volume of papers to be handled. To meet the demand for better filing equipment that naturally arose with this increased volume of paper, the first systematic filing device was developed — the box file. This consisted of a box, its cover opening like a book, with twenty-five or twenty-six pages or pieces of manila paper, tabbed with the letters of the alphabet and fastened into the box at one side, the papers being filed between these sheets. The box file was followed by the flat file, which was a de- velopment of the box file in more permanent form, the paste- board box being replaced by a wooden drawer. The internal arrangement of the index sheets, however, remained the same with the exception that, with the increased volume of mate- rial to be handled, it was found advisable to make a finer subdivision of the alphabet, splitting it up into several draw- iv PREFACE ers, each containing a portion of the alphabetic divisions in sequence. At this time the card index had been in use a number of years in public and private libraries and to a limited extent in commercial organizations, but it was as late as 1890 be- fore any attempt was made to introduce the vertical filing of papers. Even then the organizations that looked upon the filing question as anything more than a necessary evil, to be handled as cheaply as possible, were exceptions, and the pioneers in the filing equipment field found educational work one of the important features of their business. During the ten years following 1890, the use of the card index developed much faster than that of the vertical file, having had the earlier start, and the twentieth century had arrived before the vertical file had made any appreciable headway, and in a great many instances where the vertical file was installed the organization still retained copies of its outgoing mail in bound tissue copy books, filing only the incoming mail in the files. However, with the increased use of carbon paper as a means of duplication, together with the invention of a machine that made it possible to obtain loose tissue duplicates, the copies of outgoing letters have been gradually merged into the files with the incoming letters until the practice has become almost universal. As already indicated, one of the stumbling blocks to ad- vancement has been the lack of importance attached to the indexing and filing question, evidenced in many instances by the relegation of the work to the office boy — a personage whose position in an office is likely to have more occupants in a given time than any other in the organization. Numerous dissertations have been written on the office boy and a composite of such writings might not show him up any worse or better than the average employee. The fact stands, however, that he has seldom had the requisite expe- rience to permit him to attach sufficient importance to the necessity of careful copying of the outgoing mail (if a copy book is in use), the proper indexing of same, and the correct PREFACE V filing of incoming mail. Still worse, every time an office boy leaves the organization, which is not infrequently, it means that a new boy must be broken in to the work of indexing and filing. With the realization of these drawbacks to the utilization of the office boy as a filing clerk, came the shifting of the indexing, and subsequently the filing, to a stenographer or clerk. In instances where the stenographers or clerks had the time to handle this work in addition to their regular work the change worked out satisfactorily. In some instances, however, this work fell to the lot of an employee whose regu- lar duties left but little time for other work, with the conse- quent result that the indexing and filing was never up-to- date. Whenever this occurred it not only meant delays in finding papers but in some instances occasioned direct loss of business besides the time spent in hunting for the papers. There are perhaps individual cases where it may be ad- visable, owing to the confidential nature of the papers or to other conditions, to keep the filing in the hands of a stenog- rapher or secretary, but the number of concerns that have installed the file clerk as a permanent member of their staff is increasing constantly. This tendency is indicated by the fact that schools all over the country teaching commercial subjects are establishing courses in indexing and filing, and special schools are being established where these subjects are being taught exclusively. The general rules evolved and promulgated for the index- ing and filing of papers naturally followed more or less along the lines of library practice, which was the first to be worked out. This gave a fairly good basis for business practice, but its limitations, due not to the extent of the field of knowledge but to the fact that library practice involved only certain types of files and records, precluded the use of such rules in their entirety. In fact, the records of commercial organiza- tions differed so radically from those of the library that it vras quickly found that only the basic rules or principles used in the library could be retained. This meant the establishment vi PREFACE of new rules to meet the conditions, some of them tried out as experiments and discarded, others adopted, though some of these apply only to individual organizations. This volume has been written with the idea of codifying the rules covering the indexing and filing of records such as would ordinarily be found in commercial organizations. Some of its chapters are applicable to the filing of profes- sional, semiprofessional and institutional records, but these cannot, on account of the limitations of space, be full, and it is the intention of the author to cover these more specifically in supplemental publications. It is to be expected that there will be differences of opinion as to some of the rules and statements set forth ; some of these are noted by exceptions following the text ; others that are not noted may carry equal or greater weight. Omissions of this nature should not be taken as a declaration on the part of the author that such differences of opinion are negligible, the individual case under consideration being the governing factor. It must be kept in mind in the use of this work that no two organizations, even in the same line of business, can operate under exactly the same system, and modifications or amplifica- tions of the methods here described must be made as they are found necessary. Acknowledgment is due the various manufacturers of filing equipment and supplies for information furnished in con- nection with their equipment and for the loan of a number of the cuts used in illustrating this volume. The author is indebted to the Library Bureau and a num- ber of the representatives of its sales organization, for many facts and valuable suggestions as well as access to their in- formation files, making possible, in many instances, the use of concrete examples. The author also takes this opportunity of thanking Miss Helen M. Nellis for her many helpful suggestions and for her efficient work in reviewing the manuscript of this volume. If, in his presentation of the subject, the author has been PREFACE vii able to clear up some of the obscure points, and at the same time set forth the basic principles necessary to the establish- ment of a manual of standard practice instructions in this field, the purpose of the volume will have been accomplished. E. R. HUDDERS. New York City, December 8, 1915. CONTENTS PAGE Chapter I. Terminology and Definitions .... 1 A glossary of the terms used in filing, with defini- tions and illustrations. Chapter II. Indexes 23 Types of indexes. The hound index, loose-leaf index, card index, and visible index. Their values and limita- tions. Chapter III. Rules for Writing Indexes .... 27 Quality, weight, color, size, ink, rulings of cards. Indexing rules. Arrangement of names, titles, subjects, etc. Cross-indexing and cross-referencing. Chapter IV. Rules for Filing Index Cards ... 38 Filing of names, titles, subjects, etc. Guides and their use. How to prepare guide copy. Chapter V. Filing op Papers 56 Filing of carbon copies. Color of paper used for carbon copies. Collecting and sorting papers for the files. How they should be put in the files. Tickler or follow-up systems. Elimination of papers from the desks. Chapter VI. Direct Alphabetic Filing 67 Advantages and disadvantages. Where it can be used, its limitations. Chapter VII. Alphabetic-Numeric Filing .... 73 Development of a numeric sequence parallel to the divisions of the alphabet as a checking or locating fea- ture. The two-name system with the numeric check maintained or established by a chart, all papers being Indexed from the chart. Chapter VIII. Numeric Filing . 80 Its superiority to other forms of filing when it is properly maintained. Classes of records best handled under this system. Time necessary to index as a draw- back, where it is more than offset by other advantages gained. X CONTENTS PAGE Chapter TX. Geographic Filing 87 Arrangement of material. Where this method can be used advantageously. Chapter X. Subject Filing 93 The small subject file alphabetically arranged. Adap- tations of the decimal notation to thie subject file. The numeric system compared with other methods. Chapter XI. Lost Papers 100 Misfillng and its causes. Where to look for lost papers. How to reduce to a minimum. Chapter XII. Transferring . .306 Transferring controlled to a large extent by the method of filing and peculiarities of the business. Va- rious methods. Destroying of papers: statutes of limi- tations a factor. Floor space question. Chapter XIII. Centrai, Filing Department . 115 Its advantages and drawbacks. Routine necessary to handle. Chapter XIV. Classing and Grouping op Eecords . 121 Method of making surveys. Data required and pro- cedure to obtain same. Analysis of the data. Planning of the tiles. Size of the organization, number of depart- ments and their relation to the files. Need of stand- ardized terminology. Nature of the business and its methods of operation as factors. Chapter XV. Notation . 130 Capacities and classes of work to which various forms and methods of notation are best adapted. Com- parison of various forms and methods of notation. Chapter XVI. Information and Data Files . . . 136 The expansion of the subject files. Periodical and bound literature. Clippings and their care. The com- mercial library. Chapter XVII. Catalog and Pamphlet Filing . . 152 Alphabetic arrangement and its disadvantages. Nu- meric system with card index. Group numeric system. Piling equipment for catalogs and pamphlets. Shelving for catalogs. Standardizing catalog sizes. Chapter XVIII. Purchase Records 161 Piling of requisitions, purchase orders, receiving records and purchase invoices. Quotation and auxiliary records. CONTENTS XI FAGi; Chapter XIX. Sales Records 166 statistics for the sales manager. The essential records and how to file them. Chapter XX. Credit Records 171 Filing of credit.lnformation. The credit index. Re- lation of the credit files to the general correspondence files. Chapter XXI. Filing of Sales Invoices 175 The bound day book. Loose-leaf binders. Alpha- betic filing. Numeric filing. Loose copies of individual invoices filed vertically. The accounting department as a factor in the method of filing this class of papers. Chapter XXII. Filing op Purchase Invoices . . . 178 Plan must conform to the accoimting department's requirements. Group system. When advantageous to file with correspondence. Voucher system. Invoice register system. Chapter XXIII. Check and Voucher Filing . . . 181 In the commercial oflSce. In the bank. Chapter XXIV. Filing op Electrotypes and Cuts . 184 Numbering and indexing of cuts. Record of origi- nals. Filing of cuts. Records of cuts taken out to be used. Chapter XXV. Filing Equipment 189 Filing cabinets. Types of filing systems and descrip- tion of them. Question of standard sizes. Glossary of filing supplies. Chapter XXVI. Filing in Lawyers' Offices . . . 215 Advantages of numeric filing. Indexing. Legal terms used in filing. Filing of papers. Use of letter backs, binder folders, case folders, and guides. Trans- ferring. Handling of miscellaneous correspondence. The diary. Day or service slips. The register. Hand- ling digests and opinions. Care of legal blanks. Chapter XXVII. Architectural Filing 227 Divisions of the files. Alphabetic filing. Specifica- . tion classification. Numeric filing. Indexing. Hand- ling drawings and blue-prints. CONTENTS Chapter XXVIII. Architectural Filing (Continued) 242 Trade and general files alphabetically arranged. Nu- merically arranged. Indexing. Catalogs and price lists. Library. Classification of architectural plates, photo- graphs, and drawings. Receiving and delivery records. Collection of file papers. Transferring. Chapter XXIX. Files op an Accountant .... 258 Divisions of the flies. Filing of papers. Alphabetic filing. Numeric filing. Indexing. Handling of general correspondence. Information and data files. Classifica- tion of subjects. Tickler or follow-up files. Indexing and Filing CHAPTER I TERMINOLOGY AND DEFINITIONS 1. Alphabeting. The final arrangement of a series of index cards, folders, or other material to be filed, in strictly alphabetic or dictionary arrangement. 2. Card System. A method of keeping track of facts, figures, names, or data of any sort by means of cards of uniform size, arranged on edge in a tray or drawer alpha- betically, numerically, geographically, or any other way that will best meet the requirements. 3. Catalog. A list of books or articles contained in a collection recorded by title, subject, and author. 4. Catchword. A method of indexing developed in library work, in which, from the title of the book or article, the word or words are selected which describe or appear to describe its subject. 5. Checking. The reading of cards or index sheets against original copy to see that same has been transcribed correctly in all details. This differs from proof-reading in that a proof-reader — except when reading from copy — reads and judges almost entirely by context, whereas checking means that all details of spelling, transcription of figures, etc., must be verified. 6. Classing. Sometimes termed Grouping, is the act of arranging names, subjects, etc., in general divisions or 2 INDEXING AND FILING groups, each of which will be further divided or rearranged as required. 7. Cross Reference. The insertion of a card or sheet of paper in a file, setting forth that information regard- ing the title subject, or a ramification of it, will be found in such places as are designated on the card or sheet of paper. 8. In subject or information filing, the cross reference inserted in the folder is more satisfactory than carrying such references on the index card. 9. Dictionary Arrangement. The arrangement of sub- jects, names, etc., in absolute alphabetic sequence taking each word into consideration with the next word as to every letter the words contain, as in the dictionary. 10. The following list illustrates a series of names in this arrangement : Banks Bingham Brady Barr Black Brennan Baxter Blenheim Brinton Beck Block Brown Beggs Blythe Bryce Behrens Boston Budd Billings Boyd Byington 11. Digest. A memorandum setting forth in sufficient detail to avoid distortion or misstatement, the essential data as contained in a paragraph, chapter, or book in relation to a certain phase of a given subject. 12. This term is used more frequently in connection with subject or information and data files, being applied in most instances to the analysis of a statement in tangible form (print or otherwise) that can be referred to if necessary. 13. Directory Arrangement. This arrangement is equiv- alent to the dictionary arrangement, the distinction being made that the latter would apply to single words, names. TERMINOLOGY AND DEFINITIONS 3 or subjects, while the term "directory arrangement" would apply to lists of names (surnames, given names, and initials, or firm names, as found in street and classified directories) arranged according to accepted rules ; e.g. : Banks, Arthur D. Barr, David Banks, Benjamin F. Barr Dry-Goods Co. Banks, C. S. Barr, Ernest L. Banks, Charles Barr, Francis T. Barr, Allan S. Barr Furniture Co. Barr, Arthur F. 14. Draft Copy. The original or rough copy used to create a classification, index, or file. 15. File, Box. One of the earliest forms of filing, using a heavy cardboard box which usually opened from the side, like a book. This contained an index consisting of twenty- five or twenty-six sheets of manila paper, tabbed with the letters of the alphabet and fastened into the box at one side, the papers being filed between these sheets. 16. File, Flat. A development of the box file due to increase in the volume of material to be filed, being a wooden drawer with tabbed sheets fastened in one side of the drawer as in the box file, but usually only containing a portion of the alphabet to a drawer, same being more closely subdivided. 17. File, Vertical. This, as its name implies, is so constructed as to allow papers, cards, or other materials to be filed on edge, either with or without the use of guides and folders. 18. These files vary in size according to the size of the records to be filed, the volume of material to be handled governing the number of file drawers or cabinets used. ig. Filing — Abstract Method. Each letter or paper received or sent is given a number in consecutive order, and 4 INDEXING AND FILING a synopsis of the letter or paper is written in a book register Tinder the date and number of the letter. (Obsolete.) 20. Polders. As used in vertical filing this is a sheet of paper or card stock (usually manila or fibre) folded over once, leaving three sides open, the fourth side (at the fold) becoming the bottom of the container. The front flap of the folder is usually a half inch lower than the back flap. 21. Folders, Straight-Edged. As the name implies, these folders have a straight-cut edge at top of both front and back flaps. 22. Folders, Tabbed. These folders have a projection or tab at the top of the back flap, on which is written the title, subject, or name applying to the contents of the folder. 23. Folders, Expansion. Also known as Accordion- Pleated Folders, have additional folds at the bottom allow- ing for the filing of a greater volume of papers than would be possible in the regulation folder. 24. Folders, Binder. A folder made of heavy stock having a compression spring clip on the binding or fold side, or else a fastening device that will permit of papers being fastened into the folder either temporarily or permanently. 25. Follow Block. A movable partition, either metal TERMINOLOGY AND DEFINITIONS 5 or wood, placed or fastened in a card index or vertical file tray or drawer, adjustable so as to support the material in a vertical position. 26. Guides. A guide is a piece of paper, cardboard, pressboard, or metal having a projecting tab above the body size of the guide, the tab carrying a written or printed des- ignation for tne purpose of indicating the material filed behind the guide. 27. When guides are used with the tabs or projections in different positions, each position succeeding the previous one from left to right in a given number of positions, the arrangement is designated by the term ' ' staggered positions. ' ' 'X X \ j^_ Fifth Cut GuldBS - staggered positions T X Third Cut Guides - staggered positions 28. The tab positions of guides are determined by the number of times the width of the projection will divide into the width of the guide card. Third-cut guides will give three positions of tab; fifth-cut guides, five positions, etc. 29. Check-sorter or rod projection on a guide is the por- tion of the guide extending below the body size of the guide, eyeleted to permit of a rod being run through the eyelets of all the guides in a drawer so as to hold the guides in place. INDEXING AND FILING lowor portion of gnldo cart Shcwltig cheoK eoyter {irojeotloa voj 30. Celluloided guides are the same as the guides described in § 26, excepting that the tab projection and the adjacent portion of the body of the guide is covered, front and back, with transparent celluloid after the tab of the guide is printed, the celluloid being cemented to the guide stock. 31. This reinforces the guide at its weakest point so that it will outwear the plain guide three or four times over, and at the same time it prevents the soiling of the tab in handling. y~^~\. 1 I .J Tab and area enclosed by dotted line covered with eelXuloid 32. Inset celluloided guides are provided with two shoul- ders of solid celluloid dovetailed into the guide projection ^"^""^ Shaded portions represent celluloid Insets Tab and area enclosed by dotted lines covered with celluloid TERMINOLOGY AND DEFINITIONS over which the transparent celluloid covering is cemented, making the most durable guidfe of this type on the market. 33. Opaque eelluloided guides are made up in the same manner as the regular eelluloided guides, with the exception that opaque celluloid is used to provide a writing surface that will allow changing of the designation written on the tab. 34. Metal-tip guides are usually made with the body of pressboard stock, the metal tip or label holder being riveted to the top edge of the guide so as to permit of the insertion and removal of a label as desired. 800 1 35. Another form of metal-tipped guide is made with a Shaded portions represent metiil reinforcement 8 INDEXING AND FILING piece of metal riveted to the back of body of the guide and folded over the top edge of the tab projection, making it a metal reinforced guide rather than a metal-tipped guide. A slip bearing the title required is pasted on the tab of the guide, changes being made by pasting a new label over the old one. 36. Angle-top guides, when made with the body of card stock, have a celluloid projection riveted to the top edge iii place of the regulation tab, so formed as to permit of the insertion of the designating label. It is then possible to read the title when looking directly down upon the cards. 37. A similar guide is made of all metal, the designating label being covered with a celluloid sheath, permitting the changing of the labels when desired. TERMINOLOGY AND DEFINITIONS 9 38. Guiding. The insertion of guide cards at proper intervals so as to render a series of cards, folders, or other material accessible from the standpoint of quickest reference. 39. Index. "An index is an instrument of search for specific information irrespective of the form of literature embodying it."* 40. An index may be made up in various forms — Abound or loose-leaf books, cards, or paper slips filed the same as cards. 41. Index, Book. (1) An index in book form. (2) An index to the text of a book, usually included as a part of the book. 42. Index, "Burr." A bound-book index, alphabetically arranged with indent-cut pages to indicate such alphabetic divisions; each page is printed with the first three or four letters of the names that would be entered on that page, starting with the top line and repeating the same designa- tion on succeeding lines as many times as experience has shown necessary. 43. In each instance the balance of the name or title is filled in with a pen. This form of index does not afford the same flexibility the card index does, as there is no way in which it can allow for additions in strict dictionary arrangement. 44. Index, Chart. In some instances, owing to the small number of names or items to be listed, they are arranged in some arbitrary order, alphabetic, geographic, topic, etc., on a card or sheet of paper which is kept in some convenient place for reference. (See also "Index, Visible Type," § 52.) *New York State Library Bulletin No. 3, page 7. 10 INDEXING AND FILING 45. Index, Phonetic. Where the vowel index brings to- gether names or subjects in which the first vowel is identical (see § 53), the phonetic index brings together names sound- ing alike when pronounced, the spelling being different. 46. To illustrate — one spelling of a certain name having a number of variations would be accepted as a standard, all the variations being filed as though spelled the accepted way. 47. In some instances the standards have included names having the prefixes, ', Mc, Mac, etc. : Connor Neil Reilly Connors Neill Riley Conner O'Neill Rily 'Connor McNeil O'Reilly 48. The value of this form of index is evident principally in charity organization lists, where the applicant for relief spells the name a different way every time a call is made upon the organization for assistance. 49. Some insurance companies have adopted this method of filing the cards indexing policy-holders, on account of the variations in the spelling of common names. 50. Whenever this form of index is used, either as a basic method, or as an auxiliary written within some other type of index, it will be necessary to file a cross-index card under each variation referring to the accepted spelling. 51. In addition to this, a list should be maintained show- ing the accepted spelling as a heading, with the variations listed under it. 52. Index, Visible Type. An arrangement of cards or slips in a metal frame, or series of frames, so that either all or a portion of every card or slip in the frame is visible, at the same time permitting the insertion of additional slips or cards in their proper sequence. TERMINOLOGY AND DEFINITIONS II 100 ICO' S5ir lOiT "55" 13uncsa Albert Cuncan BenJ .7. 32246 41 Lafayette Flaca Duncan James llrs . Duncan Wm. J. Sutton chas.T.M. Dutton U.& Co. Sins* 432 g. 90th St. 57391 641 Palisade Are. YonlreTe. N.Y. 32S Broadway 32 Wall Bt. 943114 7B823 738 Pourth ATe. Du Visible Index Frame. 12 INDEXING AND FILING 53. Index, Vowel. An index which arranges the mate- rial, names, subjects, etc., primarily according to the first letter of the word and then according to the first vowel that follows, disregarding all intervening consonants. 54. Taking names starting with B as an illustration, we find a distribution reading: A E I U Y Banks Brennan Bingham Brown Buck Byington Black Beck Brinton Boston Budd Blythe Brady Blenheim Billings Block Bryce Barr Behrens Boyd 55. This method evidently originated in connection with the use of the bound index which allowed a page or two to each letter of the alphabet, and was resorted to in order to ac- complish some further distribution than obtained by the first letter of the word. 56. An analysis of the illustration given in § 54, and a comparison with the same names listed under dictionary arrangement in § 10, will show the weak points of the vowel index, particularly as to its lack of arrangement, requiring the eye to run down the entire column to get a name that should be at the top of the list if properly arranged. 57. Indexing. The tabulation of specific information on an index (book, card, or other form), indicating where mate- rial relating to the individual or subject can be found. 58. Indexing, Cross-. The insertion of an additional card or entry under another heading referring to the place in which material on the subject or related subjects can be found, citing the subject under which it has been indexed. 59. Indexing, Sub-. The arrangement of subtitles on an index card or sheet showing the subdivisions of a file, TERMINOLOGY AND DEFINITIONS 13 all of these subtitles being cross-indexed as illustrated on page 36. 60. Inversions. Transpositions of the words or names composing a subject, title, or name in order to emphasize the most important phase. This practice is almost univer- sally used in making up indexes containing names of persons. (See Chapter III, "Rules for Writing Indexes.") Original Arrangement Inverted Bar Iron Iron, bar Galvanized Iron Iron, galvanized Pig Iron Iron, pig Sheet Iron Iron, sheet 61. When inversions are made, the inverted terms should be arranged in alphabetic sequence whenever possible. 62. Notation. A method of representing subjects, their divisions, and ramifications, by signs, symbols, letters, nu- merals, or combinations of any two or more of them. 63. Point Measurement. Paper and card stock is gauged as to thickness in points, a point being equivalent to one-thousandth of an inch. 64. Type is measured by points, a point in this case being equivalent to one seventy-second of an inch. 65. Ruling of paper is measured by points, a point being equivalent to one seventy-second of an inch, the same as type measurement. 66. Punchings. When rods are used in the trays in card-index position, the cards and guides must be punched to conform to the style of the rod used. 14 INDEXING AND FILING 67. The centers of circular punches 1, 6, and 9 should be in the center of the card 1 centimeter or % of an inch from the bottom edge. o 68. Punches numbered 2, 3, 4, 8, 10, 11, 12, and 15 No . 2 punch TERMINOLOGY AND DEFINITIONS 15 (also 7A when used alone) are centered at the bottom edge of the card. 69. Number 5 punches occupy positions on the ends of the card, the bottom of the punch being about % of an inch from the bottom of the card. No. 5 punch 70. Number 7 and 7A punches are used together for off- set ledgers, and are placed as shown below, the 7 punch to the left and the 7A punch to the right, measuring the dis- tance from the nearest side, this measurement varying ac- cording to the size of the card or sheet. Kxact distance from left edge of card (x) to punch must be specified Exact diatajice from right edge of card (a) to punch must be specified a 71. Number 13 and 7A punches are used together, the 13 punch taking the place of number 7. 72. Punches numbered 14, 16, 17, 18, and 19 are loose-leaf- binder punches, their location depending upon the size and make of the binder used. l6 INDEXING AND FILING 73. Reading. Verification that the material (cards, sheets, etc.) has been made up and filed in proper sequence, both from the standpoint of grouping, and the arrangement within the group. 74. Eegister. a record (book, cards, or sheets) in which the subject matter (names, data, etc.) is entered in numeric or chronological order. It is comparable to the accession book or record used in libraries. 75. Rod. a piece of wire or rod, about % of an inch in diameter, used in card index trays to hold both cards and guides in place. 76. In vertical files for correspondence and other material, the rod sets below the level of the flooring of the drawer and only holds the guides in place by means of the check-sorter projection on each guide. A rod placed in the card-index position in a file for correspondence or similar material would mutilate the papers filed. 77. Besides the round rod described above, there are sev- eral types of special rods, requiring special punching of cards and guides, such as the drop fold, duplex, expansion, and crescent expansion. 78. Unless the file containing the cards is a reference file, such as the index in a public library, it is better practice to use no rods except in files where the rod is placed in the check-sorter position. 79. Signals. A small metal clip having compression- spring jaws to grip the edge of the card or' sheet, a portion of each clip projecting above the top edge of the card when attached to it. 80. These are used to indicate a certain classification of the material, or that the subject matter on the card requires attention either immediately or at a certain date. TERMINOLOGY AND DEFINITIONS 17 aieii Jan 81. The method of using signals will differ according to the object to be accomplished, e.g. : (a) Classification can be accomplished by the use of dif- ferent-colored signals, a given color representing a certain group. (b) Divisions of such groups can be indicated by estab- lishing a fixed position for the signal to be placed. (e) Follow-up work can be handled by having the cards printed with the months of the year or the days of the month along the top edge, the signal being set to the day or month the card requires attention. i8 INDEXING AND FILING iI3i 82. When signals or markers of any kind are used, a card should be inserted in the front of the tray containing the cards, indicating how such signals are used and what they signify, if such designation is not printed on each card. 83. Sorting Tray. A receptacle fitted with guides or compartments so arranged as to serve for the sorting of the material to be filed according to the general divisions main- tained, alphabetic, numeric, geographic, or according to the contents of the file drawers. 84. Tab Cards. A card having one or more immovable projections (part of the card) above the top edge of the card, such tabs being used to develop certain classifications independent of the arrangement in which the cards stand. 85. The use of the tab card varies with the nature of the record, some of its uses being : TERMINOLOGY AND DEFINITIONS 19 (a) To indicate the month of expiration of life and fire insurance policies, magazine subscriptions, contracts, interest accruing on stocks, bonds, and mortgages. (b) To classify the names or subjects appearing on the cards so that the cards may be arranged alphabetically or otherwise, and still be available by selection of the tabs for a certain class. (c) In sales records to classify by lines of business, also to indicate prospective customers and follow-ups. 20 INDEXING AND FILING 86. Tab Cards, Serrated. Cards tabbed in the manner indicated in the illustration given below are known by this name. 87. These are used for listing of names or subjects under various classes applying to the one name or subject, the tabs that do not apply being cut off. 88. Tab and Shoulder Card. This type of card is used for ledger cards, stock record cards, etc., where the cards receive heavy handling, the shoulder protecting the tab to some extent. N^^ /"^ "N /- 1 H&me No Address DATE. tTEKl DEBIT •J CREDIT Bauance ^ — 1 '—J ^ L — — L- — ' _ ' 89. Throwing. The first or rough sorting of cards or other material to general divisions, alphabetic, numeric, geo- graphic, or other arrangement. From this rough arrange- ment they are reassorted into exact sequence. 90. Transfer Box — Pamphlet Type. This is a heavy TERMINOLOGY AND DEFINITIONS 21 cardboard box with a hinged top and side, in the larger sizes usually made with wood ends to give stability. 91. Pamphlet boxes should be used when the floor space is limited, as they can be put on shelving along the walls and partitions as high as may be desired. 92. Transfer Box — Shoe Box Type. As its name im- plies, this is a box having the required dimensions as to height and width, fitted with a cover that can be lifted off. The objection to this style of box is the necessity of removing all boxes above the one to which access is desired. 93. Transfer Drawer. A unit-built case of wood or steel, consisting of an outer shell and a drawer that fits into it. These are constructed so that they can be stacked one upon another and made into a rigid stack by bolting together. 22 INDEXING AND FILING ^^Wl'f 94. Typing. The actual work of typewriting names, ad- dresses, data, etc., on cards or sheets. CHAPTER II INDEXES 95. Indexes vary radically in form, arrangement, and size, depending upon the class of records they cover, the amount of subject matter to be recorded, how referred to, and the frequency of such reference. 96. In form, an index may be a bound or loose-leaf book, a series of cards or slips arranged in card index trays, or else in frames with a number of cards or slips visible at one time. 97. Bound-Book Index. Following the principle of the index in printed volumes, the first development was the in- 24 INDEXING AND FILING sertion of ruled sheets with indent-cut pages or tab projec- tions for the divisions of the alphabet, these pages being bound permanently into the book such index covered. 98. This type of index is still used in tissue-copy letter books, bound ledgers, minute books, and other records of simi- lar character. 99. Owing to the necessity of turning constantly from the entry to be indexed to the index itself in order to make the record, the next step was to separate the index from the book containing the record. 100. The index was still retained in arbitrary bound form, with one or more pages to each letter of the alphabet, varying according to the number of entries it was anticipated would be required. loi. Loose-Leap Indexes. With the advent of loose-leaf books, two methods of indexing developed : 102. The first method, following the lines of the bound index, simply allowed expansion as far as the main divisions (usually letters of the alphabet) were concerned, affording no opportunity for insertions, except in a limited way, un- less the entire page was rewritten. 103. Such indexes usually contained only the names, sub- jects, or references, indicating by volume, page, or paragraph numbers where the data or material referred to could be found. 104. The second method filed the material itself in the exact arrangement of the index, inserting the pages con- taining the records between guide sheets that were either tabbed or indent-cut, and printed with alphabetic or other designations as desired. 105. This latter method is in use today in all styles of loose-leaf books, from the pocket memorandum book to the ledger. INDEXES 25 106. In common with the bound-book index, this permits of reference in rapid succession to as many names or items as appear on a given page. 107. Card Index. The development of the card index showed such flexibility in the method that it superseded both bound and loose-leaf books in such fields as indexes to ledgers, minutes, correspondence files; also in direct records such as sales, purchase, and manufacturing data. 108. Such indexes were almost invariably made up in unit form, i.e., one name or subject to a card, the cards then being arranged in such sequence as might be desired. 109. This permits the addition of new items in their proper places without disturbing the sequence as established. With few exceptions the card index has proven the most satisfactory form of index. no. These exceptions are usually found to be instances where it is desired to consult by comparison a number of names or items of a given group without taking the time to turn from one card to another ; while the unit form permits the examination of only one card at a time unless removed from the tray and spread on a desk or table. 111. Visible Index. The effort to combine the flexibility of the card index with the visible page feature of the bound or loose-leaf index, resulted in the development of the visible form of index. (See illustrations under § 52.) 112. This is made up of a series of one or more metal frames hinged or pivoted to a portable stand or attached to a wall bracket, permitting these frames to turn like the leaves of a book; or else with the frames arranged in the larger-size card index trays as multiple units in the same manner as cards. 113. These frames vary in height according to the num- ber of names or items, the width usually allowing for the writing of a line a little less than five inches long. 26 INDEXING AND FILING 114. The strip containing the name and address or other data is inserted in its proper sequence, each strip corre- sponding to an entry of one or more lines in the bound or loose-leaf types of index, or the subject matter on one card in the card index. 115. This method allows for the addition of new material and the removal of obsolete matter comparable with the card index, at the same time providing the one feature that commended the book form of index to a great many users. 116. It is not anticipated that the visible index in any of its forms will ever supersede the card index, as limitations present themselves the minute an effort is made to use it in connection with any record requiring the notation of various items from time to time, such as records of sales, pur- chases, etc. 117. The field in which the visible index will give the best service will be in lists of names and addresses, or mate- rials, required for quick reference, such as customers' lists in credit departments, telephone directories, standardized lists of materials, and similar records. CHAPTER III KULES FOR WRITING INDEXES 1 1 8. "Rules are needed for index making in order to obtain uniformity, but the mode of working must to a large extent be left to the indexer." (Wheatley.) 119. The process of establishing an index (alphabetic), no matter how small, necessitates a certain amount of labor being done to insure a satisfactory piece of work when completed. 120. The steps necessary to accomplish this may be de- scribed as follows: (a) Preparation of copy (b) Selection of stock to be used (c) Copying by hand or on typewriter (d) Checking for all points (e) Corrections (f) Throwing (g) Alphabeting (h) Reading (i) Guiding Cards for Indexing 121. Cards for indexing or record work should be selected for the particular use to which they are to be put, considering same from the standpoints of quality, color, size, weight, rul- ing, form, and permanency of the record. 122. Quality of Stock. This will depend upon the na- 27 28 INDEXING AND FILING ture of the record, its permanency, and how much handling the card will receive. 123. For records of permanent nature or those subject to constant handling, the best grade of linen card stock should be used. 124. For records of transient value a cheaper grade of card stock can be used, but it should be a solid stock and not an index bristol, which is usually a stock built up to a given thickness by a process of pasting sheets together and sub- jecting them to pressure. 125. For indexes to stencil lists where the impression is taken from the stencil on the card, a soft-finished card should be used as the hard-finished stock found satisfactory in hand- written records does not absorb the ink rapidly enough to prevent blurring of the record. 126. Weight or Thickness. This will depend upon the quality of the card used, it being possible to use a much lighter weight card in a good grade of stock than in the cheaper grades, thereby saving filing space. 127. The weight of the card used will also depend upon the way the cards are written. Using the standard makes of typewriters, satisfactory results can seldom be obtained with card stock over 714 thousandths of an inch thick. If the cards are written by hand or on one of the flat-bed typewriters, the thickness of the card need not be considered from this stand- point. 128. Whatever thickness is adopted at the start should be maintained throughout the entire record, as two thicknesses of cards in the same trays will materially decrease the effi- ciency in handling. 129. Color of Cards. In instances where the operating system is not dependent upon a definite color scheme to dis- tinguish classes of records, it is recommended that buff-col- RULES FOR WRITING INDEXES 29 ored cards be used, as there is less refraction of light from the buff than from the white cards. 130. When necessary to maintain a color scheme, prefer- ence should be given in the following order: buff, white, salmon, blue, green. 131. Uniformity of Size. This is absolutely essential, as any vBriation in size decreases the efficiency in handling. A low card between two higher ones is bridged by the fingers and lost. 132. Standards of Sizes. While the size of the card used is frequently governed by the number and volume of the items to be recorded, it should be constantly kept in mind that : (a) The increase in the size of the card decreases the speed with which the cards can be handled. (b) The manufacturers of cards have established certain standard sizes conforming to the sizes of cabinets on the market carried by various filing-equipment houses. Deviation from such sizes means special equipment and additional expense. 133. Form of Index Card. The form of index card il- lustrated in this chapter for indexing purposes, may not prove satisfactory in every instance, but it has been found satisfactory in the average commercial organization and to a large extent in the technical and professional fields. 134. Inks. For handwritten cards a non-copy, fluid blue ink, turning black as it ages, will be found the most satis- factory. Coal black or aniline inks should not be used, as they tend to destroy the sizing of the paper causing the ink to spread and blur. 135. If colored inks are used for any reason, care should be taken to see that they are non-copying. 136. Typewritten Cards. When all or part of the record 3° INDEXING AND FILING is typewritten, a record ribbon, preferably black, should be used. A copying ribbon will blur and smudge, therefore should not be used for card work. 137. If cards are ruled, care should be taken to see that the ruling is 12 points (6 lines per inch) for single-space type- writing, or 24 points (3 lines per inch) for double-space typewriting. 138. Allowance should be made for the first line at the top of the card to be at least 24 points (approximately Ys of an inch) from the top edge. 139. Standard Rtjlings of Cards. Certain styles of rul- ings have been standardized by manufacturers and dealers in card index supplies, and are usually carried in stock. 140. These rulings are designated as follows : Ho. 1 Commercial Index No. 2 - Library (for handwritten cards) ^ L-w L — --— — - — —^^^ No. 3 - Record or Globe ^ _— — ^_---~— — >,^___ RULES FOR WRITING INDEXES 31 No. 4 - Correspondence index Mo. 5 T Library index (for typewritten cards) Indexing Rules 141. Do not abbreviate names, subjects, or other matter that might cause misfiling. 142. James and Joseph Miller are two different persons, but when abbreviated to Jas. or Jos. in handwritten records, one might be taken for the other. 143. Numbered Index Cards. Whenever the regular nu- meric system is employed, numbered cards should be ob- tained from the manufacturer, as the consecutive numbering of cards before they are used affords less chance of error in assigning numbers to the files. 144. Main Index Card. If the paper to be filed presents more than one title or subject, it should be indexed both ways. The first index card written would cover the most important title or phase of the subject, and is termed the main index card. (See first illustration, page 32.) 145. Cross-Index Card. Additional cards are written to enable anyone referring to the index to find papers pertain- 32 INDEXING AND FILING Mlllsr * Johnson 283 Delias, Texas Proprietors - The Emporium Emporium (The) Dallas, Texas See Miller & Johnson, Proprietors 283 ing to a certain name or subject that may be filed under some other heading. 146. In writing cross-index cards, the file number should be put below the horizontal title line, thus indicating that the material will be found in a file under another title. 147. When the word "See" is used in indexing, it indi- cates that the material relating to the subject title of the card, or preceding the word ' ' See, ' ' will be found under the title following ; e.g. : Clearing houses See Banking 148. The use of the words "See also" indicates that addi- tional material on the subject, or in relation to it, will be found under the headings or titles following these words ; e.g. : RULES FOR WRITING INDEXES 33 Insurance 10 See also Workmen's compensation Arrangement of Subject Matter on Index Cards 149. Names of firms, corporations, and institutions should be arranged as written. When the article "The" is a part of the title, it should be put at the end of the title in parentheses. Adams, Johnson 4 Carter Oo. (The) 145 Schenectady, N.Y. 150. When the first name of a firm or corporation is the full name of an individual, the arrangement should be made considering first the name of the individual and then the second part of the firm name (either surname or descriptive). Graves, Robert A- & George B. Wilson 110 Mitchell, Charles F. * Sons 208 151. Titles such as "Dr.," "Mrs.," "Miss," "Prof.," should be written after the given name and initials, and be enclosed in parentheses. 34 INDEXING AND FILING Anderson, Frederick D. (Dr.) 1828 Broadway, Wew York City. 152. The titles "Junior," "Senior," or their abbrevia- tions, "Jr." or "Sr.," "1st," "2nd," "3rd," should be treated as part of the name, and not put in parentheses or brackets. Smith, Henry D. Jr. 152 153. "When the word "Incorporated" or its abbreviation "Inc." follows the name of an organization, it should be en- closed in parentheses and should be disregarded when filing the cards. 154. Exception. If there are two cards to be filed, one car- rying the name of an individual, the other that of a corpora- tion, both identical except that the latter carries the suffix "Incorporated" or "Inc.," the card of the individual would precede that of the corporation. 155. "Limited," or "Ltd.," following the name of a stock company, is considered as part of the title and is not put in parentheses. 156. The French articles "La," "Le," "Les," the Italian "El," "Di" and the Spanish "El," "La," "Los," "Las," are treated as a part of the surname or title, except in in- stances of phonetic indexes which drop the prefixes. RULES FOR WRITING INDEXES 35 157. Names of libraries, societies, institutions, and cor- porations beginning with the given name of an individual, are indexed both ways, two cards being written as shown below. Ro1)ert Fulton Manorial Aaaoclatlon 157 Fulton, Robert Momorlal Association 1S7 158. In opening a subject file it frequently occurs that the material at hand may be small in volume but at the same time cover various ramifications of the subject. 159. In such instances all of the papers can be placed in one folder and indexed under the subject designated. Hospitals 192 160. A subject having several divisions should be arranged one division to a folder, in which ease the main index card should be amended to read as shown in first cut on page 36. 161. When the number of divisions to be recorded is greater than the card will accommodate, an additional card should be written as shown in the second illustration on page 36, the 36 INDEXING AND FILING Hospitals 192 Dispensaries 192 - 1 Tuberculosis 192 - 2 Eye and Ear 192 - 3 Throat 192 - 4 Huptured and Crippled 192 - 5 Sanitariums 192 - 6 Sectarian 192 - 7 Presbyterian 192 - 7 a Methodist 192 -7b Jewish 192 - 7 c (see next card) Hospitals (2) 192 Skin and Cancer 19? - 8 Dlapenaarioa See Hospitals 192 - 1 first card being marked at the bottom in parentheses "see next card. ' ' 162. Each one of the subdivisions should be cross-indexed under its title, as shown in the third illustration on this page. 163. Departments of organizations may be handled in the same manner as divisions of subjects, as described in §§ 158 to 162 inclusive. 164. When cards are written for new names or subjects, the date of the first paper filed should be put on the card in the lower left-hand corner. RULES FOR WRITING INDEXES 37 165. This will save time for the file clerk and others in looking up transferred material, as a definite date is indicated as the starting point of the file. 166. When the address to be noted on the records includes the designation of the exact location in the town or city by- name of the building, or the street and number, preference should always be given to the street and number as the Post- Office Department always designates by the latter method. 167. When the address carries more than one number select the lowest number and index by that ; e.g. : Smith Hardware Company, 910-922 Market Street, Philadelphia, Pa. would be indexed under the address, 910 Market Street. 168. When writing index cards for local correspondents, do not use the designation "City" following the street ad- dress, but write the name of the city or town out in full. 169. The foregoing rule may seem a step backwards, and towards inefficiency, but a great many mailing lists have been rendered incorrect due to the removal of the organization from one city to another. The term "city" always applies locally, while the designation of the town by its name would hold good in every instance. CHAPTER IV RULES FOR FILING INDEX CARDS 170. Arrange all cards in dictionary order, maintaining the sequence of letters to the last letter of the name or word. 171. In filing proper names, each name should be con- sidered in its turn — first, the surname, then the given name or first initial, then the subsequent names or initials, if any. 172. Where the surnames are all different, the surnames are the only factor to be considered in filing the cards. 173. If a duplication of surnames appeared it would be necessary in such instances to take into consideration the given names and initials in their order ; e.g. : Carter, E. N. Cartwright, D. E. Carver, G. E. Carver, George A. Centaur, A. D. 174. Given-Name Initials. When there is a duplication of surnames, some carrying only initials and others carrying the given names, the ones with initials should be filed ahead of the given names having the same initials ; e.g. : Jones, E. L. Jones, Edward B. Jones, Frank Jones, Frederick E. Jones, H. Wilson Jones, Howard A. 175. Given-Name Compounds. Regardless of the method of filing, given-name compounds should be treated the same 38 RULES FOR FILING INDEX CARDS 39 as a single name; e.g.: "Le Roy" would be filed as though spelled "Leroy. " 176. "When a number of cards bear the same name with variation in address, these cards should be arranged alpha- betically according to towns, the state being considered only when there is a duplication of the town name, e.g. : Western Foundry Company, Birmingham, Ala. Western Foundry Company, Connellsville, Pa. Western Foundry Company, Newark, N. J. Western Foundry Company, Newark, Ohio. Western Foundry Company, Pittsburg, Pa. Western Foundry Company, Savannah, Ga. Western Foundry Company, Wilmington, Del. 177. Surnames or single titles when used alone should be arranged to precede the same surnames having initials or given names. 178. Abbreviations, when they occur, should be filed as though the word or name was spelled out in full ; e.g. : Wm. filed as William Jos. filed as Joseph Jas. filed as James M' and Mc as though written Mac St. Louis as Saint Louis Ste as Sainte S. as Sanctus 179. Exception. In some instances the manufacturers of filing supplies have provided an entirely separate guide or series of guides for the Mc names, the arrangement made so as to precede surnames beginning with M. When guides are used carrying this arrangement it will be necessary to disre- gard the rule set forth in the preceding paragraph. 180. Such words as ' ' and, " " of , " " the, " " for, ' ' are not considered in filing; e.g., cards for The Miller-Denton Mfg. 40 INDEXING AND FILING Co., Miller, Davis & Co., and Miller & Dawson would be ar- ranged : Miller, Davis & Co. Miller & Dawson Miller-Denton Mfg. Co. (The) i8i. Titles are disregarded in filing unless there is a duplication of names, one bearing a title ; in such instances the one without the title is filed first : Fowler, Andrew W. Fowler, Andrew W. (Dr.) 182. Prefixes to surnames, are considered as part of the name and filed accordingly : De Porry Le Brun, F. Oberly, J. W. Deppe, J. A. Leclanche Batteries O'Brien, A. F, De Prado, A. F. Le Compte, B. H. Ocean S. S. Co. Derby, A. L. Leddy, A. G. O'Connor, F. L. 183. Apostrophe s ('s), indicating singular possessive, is not considered in filing; e.g., "White's" is filed as though it was written ' ' White. ' ' 184. S apostrophe (s'), indicating plural possessive, is filed as written ; e.g. : Boy Scouts of America Boys Club Boys' Life 185. Compound Names and Words. Compound geographic names are filed treating the compound as one word, e.g. : Newburg New Jersey New London Newton New York Perth Amboy Plainfield RULES FOR FILING INDEX CARDS 41 186. Compound proper names should be filed treating the compounds as distinct names, disregarding the given names or initials except in instances where the compound is dupli- cated with variation in the given name or initials. Due to the improper use of the hyphen in place of the comma, two or more distinct names ha-^'c been developed into a compound that did not exist; therefore the treatment in accordance with this rule will usually prove the most satis- factory. 187. "While it is permissible to file hyphenated words as two distinct words for the same reasons as set forth in §186, preference should be given to the treatment of such combina- tions as one word, e.g. . Co-operative filed as Cooperative. Fiber-board Manufacturing Company filed as Fiberboard Manufacturing Company. Inter-state filed as Interstate. Pan-American filed as Panamerican. Re-new filed as Renew. Whichever rule is adopted should be uniformly maintained throughout the files. 188. Foreign names, or titles carrying special markings over either vowels or consonants governing the pronunciation, should be filed following such names without the special marking. MuUer, Hugo Miiller, Hugo 189. Titles with Numerals. Names or titles beginning with numerals should be filed as though the numerals were spelled out in full; e.g., 71st Regiment Infantry would be filed as Seventy-first Regiment Infantry. 190. Exception No. 1. The 23rd Street Branch of the Young Men's Christian Association, New York City, would 42 INDEXING AND FILING be filed primarily according- lo location (New York City), then as to the title of the organization (Y.M.C.A.), and then according to this rule. igi. Exception No. 2. In a city real estate index, which is usually arranged by location, the numbered streets would be arranged in sequence of numbers and the named streets alphabetically in a separate section of the files. 192. In arranging the names of departments or bureaus of national, state, county, or municipal governments, the first grouping should be by the state, county, or city, and then by departments, bureaus, or divisions in alphabetic order. 193. When a number of cards bear the same name, the variations in the addresses including towns located in foreign countries, the cards should be arranged alphabetically accord- ing to the names of the towns, disregarding the state, province, or country, e.g. : General Electric Company, Belfast, Ireland. General Electric Company, Hartford, Conn. General Electric Company, London, England. General Electric Company, Lynn, Mass. General Electric Company, Montreal, P. Q., Canada. General Electric Company, Paris, France. General Electric Company, Philadelphia, Pa. General Electric Company, Schenectady, N. Y. Phonetic Indexing 194. When the files are arranged on the phonetic basis it means that certain exceptions must be provided for, main- taining all other rules not superseded by such exceptions. 195. The first step in phonetic indexing is to establish a list of names accepted as standards under which all variations in the spelling are to be filed. Usually the standardized name RULES FOR FILING INDEX CARDS 43 would be the most common form, or the simplest spelling of the name. 196. Cross-indexing can be accomplished by the use of a card of the same size as the regular cards but of a different color, which is filed under the heading of each of the varia- tions referring to the accepted standard. RUey Re illy Ratlly Including Rellloy, Riley, D'RBllly 197. Under some circumstances it may be found advisable to use a guide to cross-index from the variation to the accepted standard. In such cases they should be written upon guides of another color than those of the regular index and can be made out in the following manner : Reilly Including RelHey, Riley, O'Reilly Riloy See Reilly 198. How far this method of indexing is carried will de- pend upon the individual organization. It may be considered 44 INDEXING AND FILING necessary to drop such prefixes as "de" and "von,' under the. surname proper. filine 199. When alphabetic indexes are used, do not divide the names and subjects into two or more groups. The mainte- nance of an index where both are distributed in alphabetic 'order without regard to what they represent, gives the most satisfactory reference. Guides 200. Guides are usually made up with tabs cut either to fifths, thirds, or halves. In ordering guides this should be kept in mind as it is necessary that the tab of the guide be wide enough to take the writing or printing of the desig- nation. 201. Alphabetic guides are usually carried in stock by card index supply houses and stationers, in fifth-cut, assorted positions, ranging from twenty-five to five hundred divisions of the alphabet. RULES FOR FILING INDEX CARDS 45 202. Geographic guides are usually made up in thirds, dis- tinguishing the divisions by the position of the tab and the color of the guide. Bethel CONNECTICUT Bridgeport 203. The arrangement furnished by the filing equipment houses and carried in stock by them is in thirds, with countries, states, and provinces in center position on blue ; counties in left end position on salmon; towns in right end position on buff. 204. If only the towns are used without the counties, the guides for towns should be used with third-cut tabs alternately in left and right positions, or else in all three positions. 46 INDEXING AND FILING 205. When large sizes of cards are used, or in filing cor- respondence, geographic guides arranged with the state guide in the first position, and the town guides staggered in the second, third, fourth, and fifth positions will be found a satisfactory plan. 206. When so arranged, the town guides are never used in the first position which is reserved for state guides only, leaving a clear field between state guides, thereby indicating to the operator the end of one state and the beginning of the next. 207. In geographic filing, states would ordinarily be ar- ranged alphabetically, but in some instances, due to territorial requirements, they might be divided into special groups. 208. Numeric guides should be made up in fifths, using all five tabs in staggered positions, the positions being re- peated to M'hatcver extent may be found necessarj''. 209. Ledger guides for numerically arranged ledgers are usually made up with the guides for the hundreds in the first position, and with the guides in the second position num- bered by tens from ten to ninety inclusive. 210. This arrangement is usual because most of the numerically arranged card ledgers are made up of tabbed cards, the tab number representing the final digit of the ac- count number, and the guides arranged as described in § 209 permit an unobstructed view of the tabs on the ledger cards. RULES FOR FILING INDEX CARDS 47 211. In ordering tabbed ledger cards for a ledger that is to be operated numerically, the first tab position at the left should bear the designation "0" and not "1," as the guides are numbered 10, 20, 30, 40, etc.; therefore the card imme- diately following carries the same final, and should be the tab position nearest to the guide. 212. The guides should invariably precede the cards or material to which they apply. Any deviation from this rule is liable to cause confusion in the minds of persons referring to the files, as well as the possibility of misfiling. 213. Advocates of filing with the material preceding the guide of the corresponding designation almost always use the duplex designation on the guide tab ; i.e., " Aa - Ag," indicat- ing that all material falling within the sequence between the beginning of the alphabet and words or names beginning with "Ag" will be found in that division. 214. The duplex designation obstructs the expansion of the file, as the onlj^ way additional guides can be inserted is to make certain arbitrary exceptions of common names or divisions that run into volume, setting up a separate guide for that name and indicating on the regular guide bj^ symbol or otherwise that such exception exists. 48 INDEXING AND FILING 215. Under this system error in filing may creep in through these exceptions being overlooked by the file clerk at the time of putting the papers in the files, papers belong- ing in a special file or folder being placed in the miscellaneous folder under the regular alphabetic division as though the ex- ception did not exist. 216. When taken in comparison with the duplex designa- tion, the advantages of the single designation can be readily seen. This method provides for imprinting upon the tab of the guide the first designation of the sequence to which it applies; i.e., the group from A to Ac would he covered ))y a guide designated "A," Ad by a guide designated "Ad," etc. 217. Also, if expansion, not provided for at the time of installation, is required at some later date, a name guide can RULES FOR FILING INDEX CARDS 49 be inserted in its proper alphabetic sequence, or a guide mak- ing a finer division of the alphabetic arrangement can be used. 218. The insertion of either the alphabetic or the name guide in no way disturbs the alphabetic sequence of the file, nor does it create an exception as in the case of the guide with a duplex designation on the tab. 219. In proportion to the number of the cards filed, a guide inserted approximately every twenty cards will gen- erally prove satisfactory. In some instances it may be found advisable to vary this proportion by increasing the number of guides, but it is seldom that the number of guides should run under the number stated. 220. When the index is a cumulative record, increasing in volume as time progresses, it will be found more satisfac- tory to provide a special set of guides, using third-cut tabs in end positions for names or subjects, and fifth-cut, center- position tabs for the divisions of the alphabet. X 221. By printing both sides of the tab of the guide, allow- ance is made for the insertion of new guides at any time, the alternate positions of the guide tabs being maintained by re- versing the positions of the guides in the division following the point of insertion of the new guide. 222. To illustrate: Take the "Ca" division of a card index which at the start might only have two special guides, one for Cady and the other for Campbell. 50 INDEXING AND FILING Cady Ca Campbel 1 223. With the growth of the file, the necessity for addi- tional guides arises, and is taken care of by inserting a guide for Calhoun, reversing the Campbell guide to the first posi- tion, and inserting a new guide printed Carey in the third position. 224. This method of guiding permits the installation of only the center-position alphabetic guides if so desired, add- ing the special name guides when the necessity arises, at the same time allowing for additional expansion of the center- position alphabetic divisions by the insertion in the same manner of alphabetic designations creating finer divisions at any point. Special Printed Guides 225. When preparing copy for printed guides, the names RULES FOR FILING INDEX CARDS 51 or titles should be arranged in columns corresponding to the tabs on which they are to be printed. 226. When fifth-cut guides are used in assorted or stag- gered positions, the names or titles should be arranged in five columns. X ^ Aaron Adams Ajax Aldrich Anderson Archer Atehinson Avery Ayers Babson Barber Benton 227. If third-cut guides are used, the arrangement should be in the three columns, or if half -cut, in two columns. 228. In the preparation of copy it should be typewritten if possible; if handwritten it should be written or printed with the pen, as legibly as it can be. If the' title to be printed on the guide tab is too long for one line, the point at which the break to the second line can be made should be indicated. 229. Card guides (sizes 3x5, 4x6, 5x8 inches, etc.) should be made up, using linen card stock, and should be celluloided after printing, thereby protecting the tabs from being soiled, and at the same time reinforcing the guide at its weakest point. 230. Card Guides of Pressboard. These guides are used to a certain extent in card ledgers as well as in the larger sizes of card indexes, but are not recommended for ordinary card index work as they take up too much of the filing space, 52 INDEXING AND FILING the average standard pressboard guide being nearly twice as thick as linen card stock. 231. Owing to peculiarities of manufacture, pressboard does not take celluloid satisfactorily, experience showing that even when the cement between the pressboard and the cellu- loid holds perfectly, the top layer of the pressboard fibre will separate from the body of the stock, the celluloid coming off with that portion of the stock adhering to it. 232. Pressboard is about the only card stock that can be satisfactorily used for metal-tipped guides, as it has a body that will hold the rivets fastening the metal tip to the guide stock. 233. Metal-tipped guides in card work (maximum size 5x8 inches) are used because of the ease with which designa- tions may be made, this type of guide permitting the shifting of the label in the metal tip from one guide to another. Owing to the additional thickness of the pressboard stock, the linen card stock eelluloided is, however, preferable. 234. For cards larger than 5x8 inches, correspondence, catalogs, blue-prints, architectural plates, etc., the metal- tipped guide can be used advantageously, as the larger-size records require heavier guides owing to the increased weight and surface area of the material to be filed. 235. Guides for Tabulating Cards. Contrary to the usual rule governing the minimum number of guides to be used, when filing cards used in the Hollerith, Powers, or Pierce tabulating machines, the fewer guides the better, as every guide must be removed each time the cards are fed through either the sorting or tabulating machines. 236. The best method of handling these cards is to main- tain the divisions by drawers, noting the contents on a label placed in the frame on the outside of each drawer. RULES FOR FILING INDEX CARDS 53 Special Sets of Alphabetic Guides 237. When ordering special sets of guides in larger divi- sions than those regularly carried in stock by filing equipment houses, the following table showing the values placed on each letter of the alphabet by authorities who have made studies of name and subject filing may be of some service in the preparation of copy. 238. Alphabetic Values op Letters in Guiding No. of No. of Let- Guides to Per Let- Guides to Per ter Each 1,000 Cent ter Each 1,000 Cent A 40 .04 N' 25 .025 B 105 .105 15 .015 C 50 .05 P 40 .04 D 50 .05 Q 3 .003 E 25 .025 R 50 .05 F 40 .04 S 95 .095 G 50 .05 T 27 .027 H 60 .06 U 2 .002 I 5 .005 V 10 .01 J 20 .02 w 80 .08 K 40 .04 X 1 .001 L 45 .045 Y 4 .004 M 100 .10 Z 5 .005 239. While the foregoing table is considered to be fairly reliable, other factors, such as the locality and class of persons dealt with, may materially change these proportions. In some instances it may be the nationality of the corre- spondents ; in others, the fact that a number of correspondents use the name of the town or city as the first part of their official title. 240. When ordering guides the safest way to insure the correct size being furnished is to send a sample of the guide 54 INDEXING AND FILING required, or else an outline of it on a sheet of paper, indicat- ing the body size of the guide, height and width, also the height including tab. / t 1 1 1 1 BODY SIZE 1 HKIOHT including tabbing Hnight ^ and width 1 1 i o 1 V 241. Care should be taken to specify the tabbing, both as to width of the tab and positions, also to give the color and the punching if it is to be for any style rod other than the standard round rod. 242. When the size of the cards or other material to be filed exceeds 5 inches in height, it will be found advisable to use guides having the check-sorter projection. 243. The majority of cabinets for filing material larger than 5 by 8 inches are made with the rod below the level of the drawer, thus providing for the use of guides with the check-sorter projection. RULES FOR FILING INDEX CARDS 55 CHAPTER V FILING OF PAPERS 244. The paper used in taking carbon copies that are put in the files should be of a different color from that of the letter-heads, so as to be easily distinguished. 245. In addition to the use of colored paper for this pur- pose, some organizations print the words "file copy" ver- tically or diagonally across the paper. 246. The paper used for copies of letters, etc., sent out of the office, whether carbon copies or transcripts, should be of a different color from that of either the letter-heads or file copies. 247. When two or more departments have correspondence placed in a common file, a different colored paper for the carbon copies of each department can be used to advantage. 248. Collection of File Papers. When papers are re- leased to be filed they should be initialed in the upper left- hand corner by the person attending to the subject matter, to indicate to the file clerk that such papers have received the necessary attention. 249. After the papers have been initialed, they should be deposited in collection trays or baskets located on the various desks, or in such places as may be designated. 250. Collections should be made from these trays or baskets at least once each day, the size of the organization and the volume of material handled governing the number of collections. 251. These papers should be gone over to see that they 56 FILING OF PAPERS 57 have been properly initialed, and at the same time all clips, pins, and fasteners should be removed. Outgoing and incom- ing letters of more than one page or sheet can best be fastened together by pasting or stapling in the upper left-hand corner. 252. In some organizations it is a practice to refer papers from one department to another for attention through the medium of the filing department. 253- When such reference is considered of sufficient im- portance to be retained as a permanent record, the reference should be accomplished by means of a rubber stamp impres- sion either on the face or the back of the paper. RECEIVED REFERRED TO keferred to REFERRED TO ANSWERED DATE ANSWERED O. K. TO FILE 254. When the question of reference is only one of insuring the delivery of papers to a certain department or individual, it can be accomplished by means of a reference slip attached to the papers. REFERRED TO Order Pep't. Credit DepY Sales Dep't. Cashier Mr- Remarks Signed Date MARK "X" IN FRONT Or DtPABTMENT Oft MAMC OT PEK30N MATEaiAL 15 BCrCRHCP TO. 58 INDEXING AND FILING 255. Folders. In filing, papers should be placed in folders or envelopes which will protect them and at the same time afford quick and easy access. 256. All papers should be filed with the headings to the left as the operator faces the filing cabinets. This permits of reference to the contents of each folder in the same manner as a book. 257. Arrange papers in the folders chronologically, dis- regarding the nature of the copies, incoming or outgoing, putting the paper of earliest date at the back, thus facilitating reference to the papers that are most likely to be called for. 258. Exception. The claim has been made that the logi- cal arrangement is progressive, as in a book, with the latest papers at the back, also that it is easier to file a paper in back of all other papers than in the front of the folder. 259. The first rule is so universally accepted by employers and employees that the adoption of the plan described in the preceding paragraph is apt to cause serious mix-ups. 260. Folders should not be allowed to become too full, but this does not mean that the contents should be trans- ferred from the file as soon as the folder becomes bulky. 261. In such case the regulation folder should be replaced with an expansion folder. If the material becomes too crowded again during the current period of the files, another expansion folder should be inserted in front of the original folder. 262. The original folder should be marked with the start- ing date of the current period of the files, also the date of the last paper filed in the folder ; the new folder being marked with the date next succeeding that shown on the last paper in the preceding folder. 263. In some instances it has proven advantageous to file FILING OF PAPERS 59 without using folders. An example of this is a file where the greatest percentage of the papers handled is of a miscellane- ous character and of transient value, with only one or two papers per correspondent. 264. Whenever folders are omitted, the number of guides used in each file drawer must be materially increased. 265. Depending upon the depth of the file drawer (from front to back), the class of material filed, and the quality and thickness of the guide used, there will be a variation in the number of guides required. 266. In the average correspondence-size file, 24 inches deep, between thirty and forty guides should be used, a greater number of guides being required where the folders and the material to be filed are light weight and fiimsy, than where the folders are of a heavy weight stock and the material has some body to it. 267. As soon as the filing has been completed for the day, the follow block in each vertical file drawer should be brought up against the folders and guides as tightly as possible to prevent the sagging or slumping of the papers in the file drawers. 268. At times there will be correspondence with a number of individuals or organizations pertaining to one subject, the latter frequently being of greater importance from a refer- ence standpoint. 269. In such cases it is usually advisable to file all of the papers under the subject, cross-indexing or cross-referencing for the name. Examples of this type of file would be "Ap- plications for Positions," "Employees," "Stationery," "Es- timates, ' ' etc. 270. Folders or papers removed from the files by persons other than the regular file clerks should be placed in the col- lection trays or baskets; under no circumstances should any- 6o INDEXING AND FILING one besides the file clerk put papers back in the file after con- sulting such papers. 271. In taking papers from the files, take the entire folder rather than remove individual papers. 272. Exception. When miscellaneous folders are used containing the correspondence or papers of a number of in- dividuals, only the papers relating to the subject required should be taken from the files, not the entire folder. 273. If there is any considerable call for papers from the miscellaneous files, the papers of an individual subject can be placed in a colored folder, thus keeping the papers together and at the same time identifying them on their return to the file clerk as miscellaneous papers. 274. No papers should be taken out of the office for any reason without the approval, in each individual case, of the office executive. 275. Substitution Records. When papers or folders are removed from the files they should be replaced by a card or form indicating the file or papers taken, the date on which they were taken, and by whom. 276. "Out guides" should be used when an entire folder is removed from the files, putting it in place of the folder / OUT \ 1 NAiE on miEjR TAiffiN St OATE rJnUC OR IIUUBCR TAKEN BT DATE ^+(, S.J}X '/m/ij • ' ^+8-) ^^^ VViJ . 1 X 3a- IM- '/s/x-. 14-1,3 %.d Vm/,s ' — — - — __ — 1 u ^ FILING OF PAPERS 6l after noting on it the name or number of the folder and the date and name or initials of the person taking the folder. 277. Out guides should be about a quarter of an inch higher than the regular guides, of a different color so that they will be prominent, and without the check-sorter or rod projection at the bottom. 278. When the folder is returned to the files, the out guide is removed, initialed or checked by the file clerk against the entry, and then placed in the front of the file drawer, or else on the file clerk's desk, to be used again for the next file that is taken out. 279. When individual papers are removed from the folder, a substitution card or sheet should be used instead of the out guide. This should carry the dates of the papers taken, the date on which they were taken, and by whom. SUSSTITUTiON CARD NAME OR NUlffitR OF Fill! DAThS OF VAytlRS TaK>3J TAffin CT OATS Wv^a ^^ I V,i/,f W.r yj/',.r 9-/^, %-vA^. G.Ajn^y^ St)ltw>®Jl b ""kl.r a/$. •—■^ --~.^___ -""^ ^''~~' — --J 280. The substitution card should be of a colored stock so as to show up readily, and its height should exceed that of the folder in which it is used so as to call attention to the fact that papers have been removed from the folder. 281. When, owing to their importance, papers are placed in a safe or receptacle other than the files, a substitution card should be put in the file, indicating where such papers were located. 62 INDEXING AND FILING 282. Receipts. In some organizations it may be advisable to use a 3 X 5 inch card or slip, printed with a form of re- ceipt, to be signed by the person receiving the papers or folder. 283. When signed, this card or slip is filed in a card index tray under the name or number of the file removed, and is taken out and destroyed upon the return of the folder or papers in question, or upon their transfer to another person or department. 284. In instances where disputes arise between file clerks and other employees regarding the receipt and return of papers to the files, the receipt system should be used in preference to the out guide as a charging medium. Follow-Up or Tickler System 285. Papers required for future attention should not be kept in desks until the date needed, but should be marked with the date that they require attention (in the lower left- hand corner of the letter, or the first page of the letter if there is more than one sheet) , and a tickler card (3x5 inches) , as per the following illustration, should be made out and filed in a card index tray under the date specified. DATE WANTED S. Vo T-Cy^V. FILE NUMBER (JitrTwuwyV 0-vv/ ilvvOfVVN^iLtxi/Ci/Wr rv,a/vv~(ao REMARKS (9/a/C/K/ flA^^z/Ki »-w ^^M^^-4J wl.HV 'yisjiMv^^ "hcxAh &rut Co. 11 18 22 728. These cross-index or article cards are then arranged according to classes of material, usually alphabetically, being filed separately from the vendors' cards. CATALOG AND PAMPHLET FILING 155 729. The catalog is then filed according to its number, reference being made by means of either the vendors' index or the article index according to the requirements of the in- dividual referring to the files. 730. In some cases it may be found preferable to number and file all catalogs consecutively, without assigning a vendor 's number, which would eliminate the suffixing of a letter of the alphabet to the catalog number. 731. The only effect this would have on the general plan as outlined would be the discarding of the vendor's number as such and the scattering of the catalogs of a certain vendor throughout the files instead of bringing them together in one place as in the first plan. 732. The two groups of index cards are maintained in the same manner regardless of the method of numbering. Group Numeric Method 733. This method is frequently employed by architects, engineers, contractors, and others requiring ready access to specific classes of material regardless of the manufacturer or vendor. 734. The grouping is accomplished by assembling all cata- logs or pamphlets covering a certain class of material and assigning a group number, each catalog receiving a secondary or identification number under the class to which it belongs, starting with catalog number 1 under ^ach group. 735. In the case of the architect the grouping would follow along the lines of the specification grouping, e.g. : 1 Housewrecking 2 Excavation 3 Foundation 4 Structural Steel 5 Masonry 6 Granite 7 Terra Gotta 8 Plumbing 9 Heating and Ventilating 10 Electric Wiring iS6 INDEXING AND FILING 736. All of the catalogs pertaining to plumbing fixtures would be assigned to group number 8, the first catalog being marked 8 1, the second 8 - 2, etc. 737. The correspondence-ruled index card will be found the most satisfactory form of card to use for indexing under this method, two or more cards being made out for each cata- log, one for the name of the vendor and as many as may be required to index the material covered by the catalog. 738. The vendor's index card is made out in the following manner : Standard Sanitary Mnnufacturlng Co- 35 West 3l3t Street, New York Plumbing oquipraont and supplies 739. Using the same form of card, the catalog or pamphlet would then be indexed for material, the names and numbers of the catalogs being listed as shown in the following : PLDMBINO 8 Standard Sanitary Uanufacturlng Co. J. L. Mott IranVorks Grabler Co. of N. Y. 8-1 8-2 8-3 CATALOG AND PAMPHLET FILING 157 740. As in the straight numeric system, the filing of- these cards should be maintained in two distinct groups, both alpha- betic, one according to the names of the vendors, and the other according to material. 741. The catalogs or pamphlets should then be filed in numeric order, first according to the group number and then by the individual catalog number. 742. When indexing catalogs and more especially pam- phlets, care should be taken to see that the year of issue is noted on the index card following the title of the catalog or pamphlet, or on the material index card following the name of the vendor, writing same in parentheses. 743. Annual reports, year books, and pamphlets of similar character should not be scattered through the files under differ- ent numbers. 744. If the straight numeric system is used, the organiza- tion or institution should be indexed on the same basis as the vendor in catalog filing, each report or year book being as- signed a sub-number, bringing all of the pamphlets relating to that organization or institution together. American Association of Public Accountants 127 Year Book (1912) (1913) (1914) 12V - 1 127 - 2 127 - 3 745. In handling pamphlets of a technical character where the indexer is not familiar with the subject matter, the desig- nation of the items to be indexed can be accomplished in many instances by means of an instruction slip attached to the cover of the pamphlet. 158 INDEXING AND FILING INSTRUCTIONS TO INDEXER Index item marked (^) a3 princi- pal subject or title. Cro89 Index or cross reference all items marked (x). / Association Dispensary Hospital Sanltoriun X. Secretary (namej Superintendent (namej Title of Artlclbtas underlined) Author X Locality Manufacturer or Dealer Commodity ^_,-..- ^ 1^ 1 ^^ 746. The instruction slip as marked in this illustration in- dicates that the pamphlet is to be filed under the name of the association that it covers, and that it is to be cross-indexed for the name of the secretary of the association and the locality in which it is operating. 747. When the bulk of the material to be filed is made up of reports, year books, etc., and not catalogs, it will be found advisable to merge titles, names, and subjects together in one index instead of maintaining one index for the names and an- other for the subjects as recommended in connection with catalog filing. Filing Equipment 748. The most satisfactory file for general work is the legal or cap size vertical file, each drawer taking material up to and including 10 x 15 inches. 749. By having a metal partition inserted in the drawers, running from front to back, two compartments can be obtained TY2 inches wide by 10 inches high, leaving one drawer out of every four without the partition to provide for material larger than 7 X 10 inches. 750. The majority of association and institutional reports in pamphlet form are approximately 6x9 inches and can be filed to best advantage as indicated in the preceding paragraph. CATALOG AND PAMPHLET FILING 159 751. Catalogs frequently lack the uniformity of size found in reports, etc. ; consequently it may be found advisable to use the legal-width drawer without putting in the partition. 752. Owing to the weight of this class of material and the fact that folders are omitted in most cases, more guides are required than in correspondence filing in order to keep the heavy material in shape, as well as to protect the equally im- portant single-sheet illustrations and circulars. Shelving for Catalogs 753. Advocates of shelving for the housing of catalogs, pamphlets, etc., claim that a saving in space is possible by grouping the catalogs according to size and then building or adjusting the shelving to conform to such requirements. 754. If the material is arranged numerically it means that the catalog number must be prefixed with a letter or character to indicate the shelf on which it may be found, or else the sec- tion and number of the shelf must be indicated in addition to the number assigned to the book. 755. The arrangement on shelves means the scattering of material that experience has shown should be brought together, as evidenced by use of the group numeric system by architects and others. 756. When shelving is used for this purpose it will be found unsatisfactory unless enclosed, as material of this char- acter on open shelving will be one of the dust collectors of the office. 757. Comparison of the vertical file with the shelving proposition will, in most cases, favor the former as the best means of housing this material. Standardizing Catalog Sizes 758. In architectural circles the question of standardizing l6o INDEXING AND FILING the size of catalogs to 8^^ x 11 inches has been agitated at different times, with the view of refusing to place in their files anything not conforming to this size. 759. Should a ruling of this nature be accepted as standard, the regular correspondence-size file could be used instead of the legal-size, or if shelving is preferred, the question of ad- justing the shelving for various sizes would be eliminated. CHAPTER XVIII PURCHASE RECORDS 760. In small organizations the purchase records are fre- quently treated as a part of the regular filing, quotations received usually being recorded in a note-book or left to memory. 761. In the larger concerns this phase of the business is handled by a purchasing agent or department, necessi- tating the maintenance and filing of such records as are essen- tial to its operation. 762. These records will usually consist of catalogs, price lists, quotation records, purchase requisitions, purchase orders, receiving records, purchase invoices (usually in duplicate), and samples. 763. Catalog and pamphlet filing has been considered in Chapter XVII, and therefore needs no further reference be- yond the statement that it must be considered in connection with the filing of purchase records. 764. Quotation Records. These records can be maintained to best advantage in card form, the size and form of the card varying according to the needs of the business. They should be filed alphabetically according to the material. Article ([a, ^■VK/tAyyJhL^iXSi/vJr' No. or Size H» eA. 1 10/. File No. Lf3 1 Dato, Pi'VUAAO tA.Gbu.0 C" lo M^ iVwtj UJ. !(,* illo ^ kUi M^\CiicA 1 62 INDEXING AND FILING 765. In some concerns the articles handled have been more or less standardized with definite catalog numbers assigned to them, and in such eases it may be found advisable to file the quotation cards according to catalog number instead of by the name of the article. 766. The original quotations from which these card records have been developed should be filed according to the name or file number of the vendor, so that they are available for refer- ence if required. 767. Purchase Eequisitions. These ordinarily carry a serial number, sometimes prefixed with a letter of the alphabet for the purpose of identifying the department from which they originated. Req Nj Deliver to Date Quantity Descnpt'on Order from Purchase Ordei No. For Acct. No. Wanted by what date Requited by Approved REQUISITION FOR PURCHASES Llbrm.r Bu.ciu KtX CAT NO. 30-00 " 768. As soon as the order to the vendor has been issued, the requisition should be marked with the purchase order num- ber and then filed numerically. If the requisitions are num- bered serially to identify departments, the filing of these forms should coincide. 769. Purchase Orders. Manifold copies of purchase or- PURCHASE RECORDS 163 ders are usually made, the number of copies depending upon the requirements of the concern. If made in triplicate, pro- vision would be made for the original to go to the vendor, the duplicate remaining in the purchasing department, and the triplicate sent either to the receiving clerk or to the accounting department. 770. The most satisfactory sizes of these orders are either 5x8 inches, or 8 x 10 inches, the latter size, when used, being folded to 5 X 8 inches and filed, without the use of folders, in card index trays, behind guides, just as 5 x 8 inch cards would be filed. THE CENTURY CO. ii.i,mH.o.i:.. UNION SQUARE Now York Qfdcr No. 172 Req'n No. Pleaie deliver lo u Charge to our aciiaurrt THE CENTURY CO. For Dep"t 771. By using a heavier and better grade of paper for the copy of the purchase order retained as the purchasing depart- ment file copy, with the numbers 1 to 31 inclusive printed along its top edge, signals can be used for the purpose of in- dicating that the material should be delivered, or that the order requires attention on a certain date. (See cut, page 164.) 772. These copies of the purchase orders should be filed in the purchasing department in alphabetic order, one guide for each letter of the alphabet usually being sufficient. 164 INDEXING AND FILING I 3 3 4 5 6 7 a 9 10 II 13 S 16 17 18 19 aO ai 23 33 34 35 36 37 SB 39 3D 31 O'dor Number To bo delivered to:- 773. All orders should be numbered at the time they are printed. Cancelled and spoiled orders should not be destroyed but should be marked cancelled and then be filed, the cancelled orders in a completed order file according to the name of the vendor in whose favor they were originally made out ; spoiled orders behind a guide marked ' ' Cancelled ' ' at the back of the completed order file. 774. As invoices are received the orders are removed from the open order file, and if they check up as being completed, they are re-filed in the same arrangement in another section of files as closed orders. 775. Orders checking up as being only partially completed are returned to the open order files and kept there until such time as they are completed or the balance of the order cancelled. 776. This permits of the maintenance of the open order files at minimum proportions, as the removal of completed or- ders daily leaves nothing but live material to be handled. 777. Correspondence. The filing of this class of papers will depend upon existing conditions in the organization in relation to the filing question. If there is a central filing department maintained so that material can be obtained promptly, it will be found satisfactory to allow all papers re- lating to purchasing department matters to be filed there. PURCHASE RECORDS 165 778. Where the analysis of conditions shows that better service can be obtained by the retention of the records in the purchasing department, they can be filed under either an alphabetic, alphabetic-numeric, or a regular numeric system. 779. Samples. Samples retained in the purchasing de- partment are usually those submitted by vendors with quo- tations, or those received from departments in connection with requisitions or complaints as to unsatisfactory material furnished. 780. Such samples should be properly labeled or tagged for identification, and stored either on shelving or in bins according to the nature of the samples. 781. The label or tag used for identifying samples should be so printed as to provide for the recording of the name of the article, order number, department, name of vendor, or, if no order was issued, date of quotation. CHAPTER XIX SALES RECORDS 782. The compilation of statistics required by the sales manager can be accomplished by the maintenance of sales de- partment records tabulating the items required from the orders, salesmen's reports, and correspondence received. 783. If the record of sales is compiled on the basis of the amount of sales in dollars and cents, it is possible to obtain these figures from the sales ledgers periodically. 784. In a great many instances charges do not reach the ledger until some time after the order is received, particularly vrhen the merchandise is sold under contract with partial de- liveries stipulated, or made to order, and consequently records built from the ledger would seldom, if ever, be up to date. 785. In practically every organization sales records are operated from the following standpoints : (a) Sales made to each customer, classified according to commodity, the unit used in recording being either one of value or quantity, whichever meets the needs of the business best. (b) Recapitulation of sales for a given period, showing the amount sold each customer, this being classified ac- cording to commodity. (c) Recapitulation of sales for a given period, showing the total sales in territories made by each salesman, these sales being classified according to commodity. (d) Recapitulation of sales showing total of each com- modity sold in the corresponding period. (e) Record of lost orders and reason for their loss. 166 SALES RFXORDS 167 786. Most of the preliminary classification can be provided for when designing the forms to be used, and in the filing of these forms, this permitting of analysis being made from any standpoint desired. 787. Sales Orders. These are received in one of three ways : by mail on the official order blank or letter-head of the customer, from a traveling salesman on a sales order blank furnished for that purpose, or through a visit of the customer to the salesrooms of the organization, in which event the same form of sales order blank would be used as is supplied to the salesmen. 788. After the order has been copied on the official order blanks, which are numbered consecutively, the original order is marked with the order number for the purpose of identifica- tion and then filed, either with the correspondence or, if the orders run into volume, in a separate folder immediately be- hind the folder containing the correspondence. 789. "Whenever the filing is maintained under one arrange- ment with one folder for the correspondence and another filed immediately behind it for the orders, the one containing the orders should be of a different color or else bear some desig- nating mark. 790. A record of the sale is made on a customer's or sales- record card, the items being taken from the sales department copy of the official order, those recorded varying according to the requirements of the business. 791. Customers' List. Using a card ruled and printed so as to permit of the entry of the necessary items, a card or series of cards is made out for each customer, actual or pros- pective, the information being obtained from copies of sales orders, salesmen's reports, etc. i68 INDEXING AND FILING Rating 3"y^' Buys largely of Strongest Coiiipciitcr ADVERTiSING MATTER 792. With the allotment of a definite territor,y to a salesman or agent, the sales records of customers in a given territory are usually filed geographically, the divisions made depending to a large degree upou the extent of the territory. 793. When figures covering the sales of a given territory are required, they are obtained by adding the totals of sales shown on each of the individual customer's cards within the group. 794. By ruling and printing the guide cards used for the purpose of indicating states and towns or other territorial units, the tabulations of figures covering such territorial divi- sions can be summarized on these guides. SALES RECORDS 169 TonL A I B I C I D I B F • ■ Misc. =/" "V «^ Number of Number a_ n 1 1 ,-^ ». *.*. '^^R POPULisTio>i D«alere ' v ». out e»> *>< °'^ ...... DUI B.TI = «. >.|D - _ 1 - . . i 817. Collection cards such as shown above would only be filed for delinquents, or for customers who are given special discounts for payment of accounts within a specified time. 818. These cards are made out from a list of such accounts furnished by the accounting department, or else from the statements, those showing unpaid balances prior to a certain date being recorded and followed up. 819. Record of payments received can be obtained by going over the cash book each day and noting the amounts received, or by a report from the bookkeeper itemizing the payments of the day, or by having the cheeks received pa.ss through the collection department. 820. The method of handling this part of the work will differ in different organizations, depending upon the functions assigned to the various departments. 821. Owing to the confidential nature of material contained in the credit files, it is seldom feasible to consolidate credit information with general correspondence or other material. It is generally conceded that the credit files should be under lock and key. CHAPTER XXI FILING OF SALES INVOICES 822. Originally, sales iBvoices were made out in longhand, transcribed into a day or sales book, and posted from there into the ledger. 823. When reference to any invoice was necessary it could only be accomplished by referring to the ledger account of the customer, obtaining a list of the various folios of the day book from the ledger page, and then referring to the day book. 824. Duplicate Billing. "With the increased use of carbon paper as a duplicating medium, the sales book was made up with printed bill-heads inserted alternately in a bound book with a plain sheet of paper, the bill-head being perforated so that it could be torn out after it was written, while the carbon copy remained in the book and was used as the charging medium. 825. Succeeding this, the loose-leaf binder came into use, the sheets containing one or more invoices according to the length of the individual charge. 826. With all of these, however, the same difficulty arose — the arrangement of the charges in chronological order meant the establishment of an index to the folios or else reference to the ledger. 827. In many instances this objection is obviated by taking an additional carbon copy of each invoice and filing the in- voices of each individual customer together, either by name or account number, behind guides, usually without the use of folders. 828. This eliminates interrupting the bookkeeper for folios, 17s t76 INDEXING AND FILING as the reference copies can be obtained without delay from the file rooms. 829. Alphabetic Filing. When sales invoices are tiled al- phabetically, they should be filed behind name guides, one for each customer, without the use of folders. 830. Whenever the ledgers and correspondence files are maintained under any of the direct reference sj'stems — alpha- betic, alphabetic-numeric, or geographic arrangement — the filing of the sales invoices should be operated in the same manner, the index being eliminated. 831. Numeric Filing. When sales invoices are filed under a numeric system, either the correspondence or account number (if any) should be used. 832. With the correspondence files arranged numerically, the sales invoices can be filed under the same number as as- signed to the customer's correspondence, maintaining a distinct set of files for the sales invoices but using the same index for both files. 833. If the sales ledgers are maintained on a numeric basis, with an account number assigned to each customer, it will be found better to file by the account number in preference to the correspondence number. FILING OF SALES INVOICES 177 834. "When operated in this manner the correspondence in- dex should carry the account number on each index card just below the regular correspondence number, using the letter "A" prefixed to the number to indicate its nature. 835. The accounting department copies of the sales invoices, kept either in loose-leaf binders or filed loose in card index or vertical file drawers (according to the size of the invoice), are arranged in chronological order without regard to the name of the customer. This set of invoices, constituting the posting medium, should be retained intact for the department's records and for auditing purposes. 836. All references to the invoices, even in the accounting department, should be made by obtaining the file or reference copies from the file room, except in connection with items that relate to accounting questions, such as checking of totals, trial balances, or similar work. CHAPTER XXII FILING OP PURCHASE INVOICES 837. The method of handling purchase invoices will depend almost entirely upon the manner in which the accounting department is operated. 838. Purchase Ledger. When invoices are entered in a journal and from there posted to a purchase or accounts pay- able ledger, these invoices are filed in an unpaid bill file, alpha- betically arranged, as soon as the journal entry has been made. 839. Unless the volume of unpaid invoices is very heavy, they will only need to be separated by a 25-division set of guides without folders. 840. When an invoice is paid it should be removed from the unpaid file and re-filed as a paid invoice under the par- ticular method of filing that may be adopted. 841. Alphabetic Filing. This method can be used for the filing of paid invoices with the use of individual and miscel- laneous folders in the same manner as for correspondence. (See Chapter VI, "Direct Alphabetic Filing.") 842. In establishments where the purchase invoices do not run into volume, these papers can be filed in the regular cor- respondence files, using a colored folder for the invoices (paid) of each vendor, and filing this folder directly behind the correspondence folder of the same name. 843. If the correspondence of a certain vendor was re- quired, only the manila folder would he removed; if invoices, only the colored folder would be taken, thus keeping all papers pertaining to a vendor in one location in the file, but separated, as described above, so that either class of papers can be ob- tained as desired. 178 FILING OF PURCHASE INVOICES 179 844. Even if the invoices are filed separately from the cor- respondence, it is advisable to use a colored folder, thereby- preventing the filing of invoice folders in the correspondence files, or the correspondence folders in the invoice files, without the misfiling being noticed. 845. Voucher System. When purchase invoices are han- dled under this system, vouchers consecutively numbered should be made out for each set of invoices to be paid, the in- voices being attached to and filed with the voucher after it has been receipted. 846. These vouchers should be filed in numeric order, this necessitating the maintenance of an index to locate the in- voices of any particular vendor, as these invoices when filed by voucher numbers are scattered throughout the files. 847. The index to these vouchers can be made up on any of the standard-size cards (preferably 5x8 inches), ruled as shown in the following illustration, these index cards being filed alphabetically according to the name of the vendor. NAME Date Vouchei No. Date Voucher v-. Half Vo-.cli.-- No MntL' Vn.icl.er \o. U;>ie Voucher No. 848. Invoice Register System. "With the adoption of the voucher check, dispensing with the receipting of invoices or vouchers, the invoice register system came into use to a great extent. 849. Each invoice, either as it is received or approved, is assigned a number in consecutive order, and an entry is made in an invoice register recording the invoice number, the name of the vendor, date of the invoice, and the amount, this latter l8o INDEXING AND FILING being distributed by means of amount columns to the various classes of accounts to be charged. 850. The register serves two purposes : first, as a check on' the invoices to see that they are properly accounted for; second, to establish the total amount of the invoices of each month, v?hich represents the credit to be made to the accounts payable (control) account at the end of each month. 851. The invoices are filed by the register number, the in- dex being maintained in the same form as in the operation of the voucher system, no ledger for the individual vendors' ac- counts being maintained under either the voucher or invoice register systems. CHAPTER XXIII CHECK AND VOUCHER FILING 852. When the regulation check book is used in the com- mercial office with either a stub record or a carbon copy of the cheek as it is issued in numerical and chronological order, the returned vouchers after being reconciled with the check and pass-books are tiled in numeric sequence until such time as the auditor has passed them. 853. These checks can be left in the numeric arrangement, or can be reassorted into alphabetic order according to the names of the vendors, affording immediate access to the cheeks drawn in favor of a particular vendor. The latter method has some advantages when there is no accounts payable or purchase ledger. 854. When the voucher system of invoice filing is used, the cancelled bank cheek is sometimes attached to the accounts payable voucher and invoices that the check covers, thereby completing the entire record from the authorization of the invoice for payment to its settlement. Check Filing in Banks 855. While the filing of checks in a commercial office is a matter of a semipermanent record, the filing of this class of material in the bank is a transient one, but these checks are of greater importance than a great many other papers that are filed, as they represent the official authorization of the de- positor to the bank to disburse a stated amount of money for his account. 856. Consequently the bank must be in a position to deliver to any depositor upon demand all cheeks or vouchers repre- senting the payments made for the account of such depositor. 181 182 INDEXING AND FILING 857. There are two methods of handling these vouchers: (a) Pass-book method (b) Statement method 858. Pass-book Method. Under this plan which has been in use for many years, the bank retains the paid vouchers filed according to the name of the depositor, until such time as the depositor delivers his pass-book to the bank to be balanced. 859. The files containing these paid cheeks or vouchers should be arranged alphabetically, using a name guide for each depositor and a division guide for each division or sub- division of the alphabet required, according to the size of the files. 860. Metal-tipped guides with the fifth-cut tip for alpha- betic divisions in the first position, and the name guides alter- nated in the second and third positions of a third cut, will give satisfactory service, allowing for the changing of the names in the metal-tipped projections. 861. A similar arrangement uses celluloided guides which will give equally satisfactory results, allowing for expansion or contraction at any point as may be required, by the addition or removal of printed guides. (See §§ 220 to 224.) 862. "When a pass-book is returned to the bank to be bal- anced, all of the vouchers on file at the date of balancing that CHECK AND VOUCHER FILING 183 have been charged to the depositor on the bank's records are removed from the file, listed, and the total of the vouchers recorded in the pass-book. 863. These vouchers together with the depositor's pass-book are then filed in another section of the files arranged in the same manner, and held there until called for by the depositor. 864. All checks or vouchers received subsequent to the balancing of the pass-book are filed, as soon as charged, in the regular check file until the next time the pass-book is balanced. 865. Statement Method. Owing to the increased use of the newer types of adding machines, making it possible to make up the depositor 's statement at the time of listing the checks, many banks and trust companies have adopted the duplicate monthly statement method, returning all paid vouchers with the original of the statement to each depositor at the end of each month. 866. During the month these statements are filed alpha- betically by the names of the depositors, the paid vouchers being filed in the same manner as in the pass-book method. 867. At the end of each month the vouchers are removed and checked to see that there is a voucher for each item listed on the statement. The original of the statement and the vouchers are then returned to the depositor, the duplicate copy of the statement being retained in the files of the bank. 868. Ordinarily the pass-books are not filed when the state- ment method is used, as they are only balanced at such times as they are presented with a request from the depositor that the book be written up. CHAPTER XXIV FILING OP ELECTROTYPES AND CUTS 869. The method of filing half tones, zincs, plates, electro- types, and line cuts, is governed largely by the class of illus- tration, the nature of the organization, the reference necessary, and the standpoint of such reference. 870. Cuts may be classified according to their use as follows : (a) Illustrations used in connection with the text of ma- terial published in newspapers, magazines, and books. (b) Illustrations used in printing of catalogs, booklets, and other advertising matter distributed direct or through the mail. (c) Forms (type, or type and illustrations) plated because of the quantity run or the possibility of additional runs being required. 871. The organizations ordinarily handling cuts to a con- siderable extent may be grouped as follows : (a) Publishers — newspaper, magazine, and book (b) Advertising agencies (c) Printing plants ( d ) Catalog or mail order houses 872. Inasmuch as the question of filing of electrotypes and cuts in the publishing field depends materially upon the in- dividual conditions existing in each organization, it is deemed impracticable to set forth any definite rules to be followed in this connection. 873. Numbering op Cuts. "Whenever cuts are mounted on wood blocks, they should be numbered or marked by means of 184 FILING OF ELECTROTYPES AND CUTS 185 steel punches, which can be obtained in sets one punch for each digit and naught, also letters of the alphabet, if required, which will permit of any combination of letters and numbers being made. 874. The letters should be indented in the side or end of the wood block, not on the back, as the inlays or mats used under the cut to surface it are frequently glued to the wood blocks, thus covering any marks that might be made on the back of the block. 875. Unmounted cuts can be identified by attaching a small tag bearing the number or other designation, using wire instead of string to attach it and putting the wire through the tack holes originally used for mounting the cut. 876. This tag must be detached each time such cuts are used, the cuts being retagged when the form is broken up and the cuts returned. Printing Plants 877. Electrotypes and cuts retained in a plant of this de- scription are either the property of the printer, having been made up at his own expense because of a large run on the presses or in anticipation of repeat orders for the same job, or else belong to the customer who has furnished the cuts for the execution of a certain piece of work. 878. The majority of printers handle their work under a production or job order number, which would be used as the identifying number for the cut. In some instances the order or form number is incorporated as a part of the set-up, usually at the top or bottom of the form. 879. When there is more than one cut used on a given job, it is customary to suffix in rotation a letter of the alphabet or a secondary number to the order number, the first cut carrying only the order number, the second cut the suffix "A." For instance, if the order number was 854, the numbering would be : l86 INDEXING AND FILING First cut, 854 Second cut, 854 A, or 854 1 Third cut, 854 B, or 854 2 Fourth cut, 854 C, or 854 3 88o. Exception No. 1. Cuts used in the production of a book or pamphlet with numbered pages would be identified by the order numbers and the page numbers. 88i. Plates covering page matter where a section or para- graph number is used in place of the page number, would be identified by first and last numbers (section or paragraph) appearing on each page. 882. Exception No. 2. In instances where the same illus- tration is used in different-sized cuts, the sufSxed letter or number is sometimes used to designate the various sizes. 883. Cuts Belonging to Customers. With few exceptions the average printer does not care to retain possession of cuts that are the property of his customers, as it necessitates the reservation of space and equipment for the storage of such cuts, for which he obtains no remuneration. 884. When such cuts are retained it is usually because of constant runs being made, requiring that the cuts be available at all times, or that the customer desires the printer to keep them, or else that the printer believes it to be to his own advantage to keep them. 885. As the printer's interest in these cuts ends with the return of the cut to the customer, or its destruction in accord- ance with orders from the customer to that effect, there is no need of elaborate records being kept. 886. Proof Files. By taking a proof of each cut the printer has in his possession, marking the proof with the num- ber or other designation assigned to the cut, these proofs can be filed, first according to the name of the customer, then numerically or otherwise according to the nature of the refer- ence to them. FILING OF ELECTROTYPES AND CUTS 187 887. When a cut is ordered to be returned or destroyed, the proof should be removed from the file and attached to the order or memorandum calling for the return or destruction of the cut, which is then filed with the customer's correspondence. Catalog or Mail Order Houses 888. In organizations of this character it is customary to designate all, or the greater portion of tne merchandise handled, by catalog numbers, the descriptive matter to a large extent being supplemented by illustrations. 889. Many of these catalogs are issued at stated intervals, requiring that the subject matter be checked up before each issue goes to press, that obsolete material be eliminated and new material inserted. This requires that a record be kept of originals, electros, and their location. 890. This record can be maintained to the best advantage in card index form, a card for each illustration, the arrangement of the card providing for a record of the original, by whom it was made, style of the cut, its number, electros made, and their location. 891. The detail to be recorded will vary in different organizations. The illustration shown is suggestive only and may require changes to adapt it to individual requirements. Subject Number Location SIZE X Inches. HALF TONE Square Cut Sllhouetto Tignotto LINE COT ORIOINALS tlLKCrROS MADE ELECTROS ISSUED | Yr. Ho. Dav Sent to Refd Yr Ho Day OUBJl. Yr Moloavl 9uan. Sent to u 1 ■'■^ ^""^ l88 ' INDEXING AND FILING 892. If catalog numbers are assigned to the merchandise illustrated, the same numbers should be used to identify the cuts, the card index to the cuts being maintained in numeric order. 893. Proof files are seldom necessary in this class of work except as to new illustrations that have never been used in the catalog. Proofs of these are kept on file until the new edition of the catalog is out. 894. The plan outlined for mail order houses can be used to advantage in other mercantile fields where cuts are handled to any extent and a record is required. 895. Organizations connected with church, social service, public health, and other welfare work, frequently handle cuts, electros, etc., in connection with the literature they issue or material they furnish to local societies or publications for use in special campaigns. 896. In some instances the requirements of the organization demand that they be accessible from the standpoint of locality ; in others the subject would be the factor. 897. Each cut should be numbered as provided for in §§ 873 to 876, the cuts being filed either in shallow drawers or on shelves as may be desired. 898. Proof Files. A proof should be taken of each cut, which is marked with the number assigned to the cut. These proofs are then classified and filed, either loose or mounted on manila sheets (the same as clippings). 899. The arrangement of the proof files can be made either subject, alphabetical, or geographical, according to the in- dividual requirements. 900. When the majority of the illustrations are small-sized, it is possible to maintain an index to the cuts in card form, mounting the proof or other reproduction of the cut on the back of the card, the card carrying as much or as little data as to the original of the cut, etc., as considered necessary. CHAPTER XXV , PILING EQUIPMENT Filing Cabinets 901. The filing cabinets on the market at the present time are of three distinct types : (a) Solid cases permitting of no expansion, varying from one drawer to sixty or more. (b) Horizontal sections, each a distinct unit, additions being made by placing another unit above or below the original unit, the top and base being removable, thus allowing for both expansion and rearrangement. (c) Vertical units allowing for addition of one or more units laterally, the various units being of uniform height and depth. 902. A stack of horizontal or a range of vertical units is not necessarily made up of multiples of any one unit, it being possible to consolidate legal, correspondence, invoice, and card index files with storage cupboards or drawers of various types in the same stack. 903. Solid Cases. Disregarding the nature of the material filed — correspondence, invoices, index cards, etc. — cases of this type should only be used in instances where it can be prede- termined how much, if any, expansion must be allowed for, such provision being made at the time of installing the equipment. 904. This type of case should never be used for customers' indexes, sales records, mailing lists, or other records of simi- lar character of cumulative nature. 189 190 INDEXING AND FILING 905. Horizontal Units. Piling equipment of this type of construction can be obtained in a variety of sizes and combina- tions, allowing for the housing of card indexes, checks, in- voices, correspondence, legal papers, or other material, in the same stack. go6. In many of the smaller establishments combination horizontal stacks can be used advantageously, because of the limited amount of any one class of material to be filed, all of the records involved being handled by one or two individuals. 907. Small combination stacks can be satisfactorily used by executives, to contain records constantly referred to in connection with their work. 908. For the housing of cards on which changes and addi- tions are constantly being made, such as sales, quotations, and similar records, the horizontal unit with the removable drawer or tray not exceeding 15 or 16 inches in depth will be found the most serviceable. 909. Card index trays exceeding 16 inches in depth are usually made up with two or more rows of cards to the drawer or tray, the trays necessarily being of heavier construction, requiring extension slides to sustain the weight of the drawer and its contents. 910. Such trays present difficulties in handling, due to their weight and the amount of table space they require when removed from the cabinets to be used, which render them unsatisfactory in many eases. FILING EQUIPMENT 191 911. Vertical Units. These can be obtained in practically the same variety of sizes and combinations as the horizontal units, the vertical units containing a greater number of drawers per section than the horizontal. 912. Regardless of the nature or size of the records filed, all vertical units of a given make are of uniform height and depth, usually 50 to 53 inches high and 25 to 27 inches deep. 913. Correspondence and legal size vertical files are regu- larly built four drawers to the unit, one above the other, each drawer having a capacity of approximately 5,000 sheets of paper per drawer (24 inches deep inside), allowing for guides and folders. 192 INDEXING AND FILING 914. While some correspondence and legal size files are made five drawers high, they are not satisfactory as the top drawer is too high for an average operator to work with com- fort without standing upon a stool, which means lost time. 915. Card index sizes of vertical units vary as to the num- ber of drawers per unit according to the size of the card to be filed, the average being six drawers of cards 5x8 inches, eight drawers of cards 4x6 inches, and ten drawers of cards 3x5 inches, allowing for two or more rows of cards per drawer, each row accommodating approximately 2,000 light-weight (7 to 714 points thick) cards per row. 916. All vertical file drawers that are over 16 inches deep should be equipped with extension slides having either roller or ball-bearing fittings. 917. The test of the operation of a file drawer is not a FILING EQUIPMENT 193 question of how easily it will open or close when empty, but how easily it can be handled when it is loaded to its average working capacity. 918. The contents of a correspondence file drawer will weigh from 60 to 75 pounds. A drawer properly constructed will operate more easily under this load than when empty. 919. In the majority of high-grade cabinets the drawers of the same size are interchangeable, but occasionally a drawer will not operate satisfactorily out of its original place. 920. Shifting of the drawers about in a filing cabinet is usually due to an effort to save time in connection with trans- ferring or rearrangement of material in the files. 921. Before changing any drawers around in the cabinets, each drawer should be numbered consecutively, starting with the top drawer at the left and going down, and then taking the top drawer of the next row or unit, etc. 922. The corresponding number should be marked on the inside of the frame of the unit opposite the drawer, which will permit of the drawers being returned to their original places in case they do not fit satisfactorily when shifted around. 923. The question of wood or steel cabinets is largely a matter of preference, depending upon individual conditions, each having its advocates. 924. Sizes op Cabinets. There is a decided lack of standards in the sizes of filing cabinets, not only between different manufacturers of equipment but in the product of any one manufacturer, in which it is not unusual to find variations in the sizes of different types of cabinets all in- tended for the filing of the same-sized material. 925. In some instances these variations are so slight as to be negligible; in others there is enough difference to make it impossible to use the same filing equipment in two different cabinets. 194 INDEXING AND FILING 926. Owing to these diflferences it has been found imprac- ticable to list the exact sizes of the file drawer in the follow- ing tabulations of sizes, the maximum size of the material that can be filed in the drawer being given instead, allowing for the over-all height of the guides (including tab) in card index and vertical file drawers. 927. The following tabulations of sizes of the various styles of cabinets carried by different manufacturers represent the maximum sizes that can be filed as indicated in§ 926. While these sizes have been verified with the latest obtainable cata- logs as well as by direct communication with the various manufacturers listed, the question of such sizes should be taken up direct with the individual manufacturer as to exact measurements. Key to Tabulations Filing Equipment S — Solid cases as described in §§ 901 a, 903, 904. H — Horizontal units as described in §§ 901 b, 905 to 910. V — Vertical units as described in §§ 901 c, 911 to 923. T — Transfer boxes or drawers. Manufacturers No. Name Class of Equipment 1 Library Bureau Wood and steel 2 Globe-Wernicke Co. 3 Amberg Pile & Irdex Co. 4 Browne-Morse Co. Wood only 5 Yawman & Erbe Wood and steel 6 Maeey Co. «' 7 Shaw-Walker Co. 8 Wabash Cabinet Co. " 9 Art Metal Construction Co. Steel only 10 Fire Proof Furniture & Const. Co " 11 0. M. Edwards Co. 12 General Fireproofing Co. " 13 Baker- Vawter Co. " FILING EQUIPMENT 19s Manufacturer CO 1 > > t> > K> > > P2> ffl> ;^ II c« > 1 M > cc > f-H M c. 11 > W> |>> K> W> 00 MK 1 MM iUojK ^1 K 1 TOM M CD a>H K>^ a ^ in 1 oqW h JWM Eh Ma H CO c«M 1 «3ll! c»a J»K 1 f/JlM cca (M a3M h| a2a ^ jca 1— 1 c/;>wtE|l>Hl>> fWtOEH a!!xl> H Maximum Size of Card or Folder Allowing for Guides a; Ph 2-§ 1^ LO Cvj UO 10 10 10^ co^ oj 10 CO tn CO U3 GO GO 00 OC 1^ cC/2 CC MM w> HI «2W cwa > > !> a WP> M w ffl w w w MM >W Is ri a; IM CO ■* 00 ■^ r^ -^ ^ -v^ ^59 vCO v^ v^ »o^ co~^ c^ l>^ IS^ «^ a5d05ooaoa50505>-i ~-^"^ in in to CO C- t- C~ ^^ N^rf -vTi^ ^M* o 2; o (U S-i a ts 00 "0, X i — I T^ ^ a r-i I— I CO 0) -!il M CJ T3 Eh ■4^ a> -a a hH Jill a> FILING EQUIPMENT 197 o S3 a a N ^ w a 02 M COffi in CO 05 w HI 72 w> ffl> Ed tr|> _C CD a^ 0^ C5 I-H Oi Oi ^ ^i a; ^H ^gH ^1 ^H mintocDtotoc-t-t-t-t- o u (V O OI t- t- c- t- W 198 INDEXING AND FILING S-( Oi 3 C fO 1 »— 1 1 l>H 1 !>t>| (M 1 m> T-H 1 ■-I > 1 I— 1 1 > en 1 ffi 00 m> « c~ 1 m> CO > tE|>eH M >CE| in i>H Tt* H ffi> CO a>^K>ffi> (N >H > t> T-t H iy2lil>H Maximum Size of Card or Folder Allowing for Guides CO ^ ^ in 1^ 05 T— 1 ~^ vjH -^ ^ -:5li v^ ^ t^ r-J^ CO^ ^H^ CO^ -H^ CO^ CO 05 01 Ol CT! — ' I— 1 .—1 CO -* 1— 1 l-H t— 1 v-i Oa (M (M as 0^ a. £ OS 2; ? s '0 > a 1— 1 u 5 Ol Ol a a a Sh £-1 Oh QJ « ca 50 0) FILING EQUIPMENT 199 o CO a t3 20=2 C3 O O tH 00 t- CO t> ^ hC K* > K> W>^ t>W > H K>eH >H C) •V a Q 1 — 1 1^ >WEH >^> >> t> >> >K m >K w>^ 10 CD 05 in lO 1-1 iH 1-1 rH ^1 ^^ ^^ ^H Xt '73 03 O ft O 'OD O ^ OJ 200 INDEXING AND FILING 1 CO T-l !> IM 1 1 1—1 o > O 1 > crl t> 1 m 00 pq a M C^ 1 a iw CO txl M W lO ffl 1 rH > M 1 CO >rt 1 (N w t> a 1 M T-H a >> aa 1 aa > Maximum Size of Card or Folder Allowing for Guides H- 1 CO C73 TjH i:~ CO 00 to (N (M CO CO IM N CO 1^ vJO -OO ^ v^ ^ ^ vcjjl v^ ^ ^ ^ 00 ,H ,-H r-( CO CO •* "H (M K> > in w "* a a 00 a (M Mffl a a f— ( aa > a 'S .§§ p ■^uomt-oo-^cooOLOoooooo T— It— It— ll— ii— It— li— tC a M M a w > W M W M OOt-li— li— ltMCOCO-*l^'#^'*Ttl saqDui 9 o:^ g luojj sbijb^ 2; OS I bo FILING EQUIPMENT 203 IP t-i pi ffl w w m w w M W K W W W WM W M WWW W W WW W p 2 ft 02COOt:~OOe :i ads. Chnrles F. Adams ads. Charles F. Adaras (on nppor.l'' FILING IN LAWYERS' OFFICES 221 1022. These index cards are filed in alphabetic order in card index trays according to the names or subjects appearing as the title or top-line entry on the card. Filing of Papers 1023. Owing to the fact that papers are removed from the files and frequently the entire file is taken from the ofSce, it is essential that the possibility of a paper being lost from the file be eliminated as far as possible. 1024. This can be accomplished by the use of a letter or file back (see §§ 304, 305) or a binder folder (see § 24). In either case the paper would be fastened together, and would date at the top of the file back or folder. 1025. After the papers relating to a particular case are indexed, they are arranged in chronological order with the earliest paper at the bottom, and the one bearing the latest date at the top of the file back or folder. 1026. If the file back is used, one for each case or division of a case, a number of small cases can be placed inside of one expansion envelope, which would bear the number assigned to the client ; or if the papers pertaining to one case ran into volume, the envelope might only contain that ease. 1027. The type of fastener used will depend to a certain extent upon the volume of papers, it being possible to use the small paper fasteners where there is a small number of papers, while a more substantial one is required when the papers run into volume. 1028. When binder folders are used the envelopes can be omitted, the files being handled under the following arrange- ment: The first folder (not a binder folder) bearing the primary number assigned to the client, would contain general correspondence with or pertaining to the client, duplicate copies of bills, statements, etc., sent to the client, but no papers relating to specific cases or matters are put in these folders. 1029. Case Polders. Behind the client's folder the papers 222 INDEXING AND FILING pertaining to the various cases or matters handled would be filed in binder folders, one folder to each case or matter, these folders all being numbered with the client's number followed by case number which would be assigned in consecutive order. 1030. Taking the material covering items handled for the client Charles F. Adams, the folders would be: First folder, Charles F. Adams, No. 1 Second Third Fourth Fifth Sixth vs. George E. Bradley, vs. George E. Bradley (Appeal), ads. Herbert E. Price, re "Berkshire Farm," re Western Foundry Co., 1 -1 1-1 a 1-2 1-3 1-4 1031. Guides. The number of guides recjuired between the envelopes or folders will vary according to the volume of material covering the records of any one client. 1032. The most satisfactory guide for legal files is one of pressboard, metal-tipped, fifths assorted, which allows for ex- pansion of case numbers under the client's number as required, permitting the removal of the guide or changing of the desig- nation after the material is transferred. 1033. These guides can be used to advantage in the fol- lowing manner : first-position tabbed guides exclusively for the client's number, the other four positions being used for the case numbers. These guides are inserted as they are needed, due either to the volume of the papers on one case, or the number of cases received. FILING IN LAWYERS' OFFICES 223 1034. Transfereing. Cases should not be removed from the current files to transfer drawers or boxes, either complete or in part, except by authority of the attorney handling the case or the managing clerk. 1035. At regular intervals — a year, six months, or any other period that may seem advisable — a list of cases (file numbers and names) should be submitted to the managing clerk to approve for transfer. 1036. The care of transferred papers is as important as the care of the current files. The papers covering a ease closed by a court decision and transferred on that basis may be required again on account of the case being reopened by an appeal to a higher court. 1037. The type of transfer drawer or box to be used will depend upon the conditions in each office as to space available and amount of references to cases after they are transferred. 1038. Miscellaneous Correspondence. Outside of the legal papers and correspondence pertaining to the cases, every law office will have a certain amount of correspondence of a miscellaneous character to be filed, such as bills for rent, telephone, telegraph, stationery, towel and ice service, as well as sundry letters on various subjects. 1039. Provision can be made for these papers by using an alphabetical file, either legal or correspondence size, with mis- cellaneous folders for the odds and ends, and individual folders for material running into volume or of sufficient importance to warrant the use of an individual folder. (See cut, p. 224.) 1040. Diary. In the smaller law offices the lawyer's diary usually serves several purposes : (a) As a tickler covering engagements, cases coming up for trial, payments promised by debtors, bills to be paid. (b) As a daily record of services rendered clients, being used as the basis for rendering bills to clients. 224 INDEXING AND FILING 1039.) 1041. This may prove satisfactory so long as the items to be recorded do not run into volume, the service being per- formed bj^ a limited number of persons. The bound diary proves inadequate as the number of items to be recorded increases. 1042. For the same reason follow-up work running into volume can be handled to better advantage with the use of a card-index tickler as described in §§ 285 to 290 inclusive. 1043. Day or Service Slips. In the larger organizations, where items are apt to run into volume, the requirements are met by the use of day slips or daily report blanks, one or more of these slips being made out each day by each and every person connected with the office having anything to do with any case. FILING IN LAWYERS' OFFICES 225 1044. Each entry is headed with the title of the ease or the subject, which is followed by a detailed report of what has been done by the individual in connection with the mat- ter, as many items being listed on a sheet as its capacity permits. 1045. These slips are turned in each day to the book- keeper or a special clerk (sometimes the managing clerk) to make the necessary entries in the register covering these reports. 1046. It is advisable to number the entries on these day slips, continuing the numbers from one slip to the next and from one day to another, starting with number 1 and continu- ing until the numbers become cumbersome, at which time the numbering can be started at 1 again, using a letter of the alphabet prefixed to each number to identify the new series. 1047. By recording this number opposite the entry on the register, the detail of any item on the register can be referred to without loss of time, the day slips being filed chronologi- cally and the sequence of numbers being maintained at the same time. 1048. Register. The register is usually a loose-leaf book with the sheets arranged either alphabetically according to the names of the clients, or else numerically by case numbers. 1049. A sheet or page is inserted for each and every case or matter handled for a client, the data being taken from the diary or day slips. This record is a summary of services and disbursements in connection with the case, and the basis on which invoices are rendered to clients. Digests and Opinions 1050. While the digests of new laws, court decisions, tes- timony given in trials with citations, are published and indexed within a very short time after their promulgation, there is a 226 INDEXING AND FILING great deal of information of value to each individual lawyer that such publications do not and probably cannot give. 1051. If such information is to be turned to account it must be recorded and filed so that it is available when required. 1052. As a nucleus for a subject file of this description, two items are immediately available in connection with eases or matters handled for clients. 1053. Opinions. When opinions are written for a client or a fellow practitioner, an additional carbon copy should be taken in each instance and filed under the heading or subject such opinion covers. 1054. Digests. As soon as a ease is completed, a digest should be made of it, the original copy being filed with the case, and a duplicate copy being filed in the same file together with copies of opinions under whatever heading the ease belongs. 1055. Owing to the variation in the class of cases handled by different lawyers, each specializing in some particular branch of legal work, it is impracticable to outline any definite classification of subjects that could be adapted to general use. 1056. This file should be maintained as a distinct division, the plan of operation based on subject filing (Chapter X), or in the larger organizations, on information and data filing (Chapter XVI). Legal Blanks 1057. The supply of legal blanks of various kinds can be housed satisfactorily in shallow drawers, not over ly^ inches in height, the width and depth of the drawer being sufficient to hold the blanks flat with a small margin to spare. 1058. While filing equipment for the housing of legal blanks can be obtained in both vertical and horizontal types of units, the horizontal type of cabinet will usually prove the more satisfactory. CHAPTEE XXVII ARCHITECTURAL FILING 1059. In the operation of an architect's office the material to be filed resolves into certain groups that will require definite consideration to provide, as the organization grows, for the increase in the volume of the records to be maintained. 1060. These groups usually develop in the following order, varying in some instances due to the individual conditions in a particular office : (a) Contract file, including signed agreements with the client and contractors involved. (b) Job file, containing all papers relating to each job, exclusive of signed contracts. (c) Specifications — copies made up covering the detail of a job to be distributed to bidders and others inter- ested, these being incorporated in the agreements made with the successful bidders. (d) Drawings and prints. (e) Drawings and prints (full-size details). (f ) Trade and general files. (g) Catalogs and price lists. (h) Library (including books, architectural and en- gineering magazines, photographs, and architectural plates). 1061. As in other professional lines, the architect's interest is in the execution of the commission obtained from the client, the records and files maintained being as few and as simple as possible. 1062. For some time after entering upon the duties of his profession, the architect seldom has so many commissions from clients, with the incidental agreements with contractors, as 227 228 INDEXING AND FILING to require serious consideration of the method of filing, the material belonging to the first group being disposed of, for the time at least, by stowing it in his desk, in the pigeonhole of the safe (if there is one), or if he is extremely careful, in a box in a safe deposit vault. 1063. In the larger establishments the signed contracts com- prising this group would be filed in the safes or vaults of the organization, all contracts pertaining to a given job being kept together, arranged alphabetically or by job number. 1064. This brings us to the second group designated as the job files, in which all correspondence and reports (excepting signed contracts) pertaining to a given job are brought to- gether, the equipment used varying fron the box file to the vertical file. 1065. In starting the files belonging to this group, the architect frequently adopts the alphabetic method of filing, which appeals to him as the easiest method of handling papers connected with each job. Alphabetic Filing 1066. In the ofiices where the alphabetic arrangement is given the preference, two mistakes are often made : First, the use of the box file, limited in capacity, instead of vertical files which can be obtained in such small units as to warrant the elimination of the box files even in the smallest office. 1067. Second, the arrangement of papers within the di- vision of the files representing the client, according to the names of the contractors or other individuals involved, alpha- betically arranged as shown in the illustration on page 229. 1068. The objection to filing alphabetically by the name of the contractor or other individual involved, develops in con- nection with the fact that one contractor may be substituted for another on the same class of work in different jobs. 1069. When filed according to the name of the contractor, ARCHITECTURAL FILING 229 BAKER, H.r a person consulting the files of any particular job would have to know the name of the contractor, or else examine each of the alphabetic divisions in order until the papers required were located. 1070. Exception. An architect, handling the job through a general contractor — i.e., turning over to one contractor all specifications and general authority to proceed with the work — does not ordinarily come in contact with the individual contractors, as the general contractor assumes all responsibility in connection with the execution of the job. 107 1. When handled in this manner all correspondence with the general contractor should be kept in one folder, any papers received from the sub-contractors being forwarded to the general contractor instead of being filed in the architect's office. 1072. If the alphabetic method of filing is used for the papers relating to jobs, it will be found much better to arrange the material according to a specification grouping instead of under the contractor's name, thus bringing the papers to- gether under the class of material or work done, and estab- lishing a fixed unit of reference. 1073. In making up plans and specifications, each architect develops the detail of the specifications according to his indi- vidual ideas, such detail being carried as fine as the architect desires, or the conditions require. 230 INDEXING AND FILING 1074. In setting up a classifieation of the divisions used in specification grouping, it is impracticable to set one up as a standard classification as it would be difficult to find two practicing architects who would agree on any classification in its entirety. 1075. The following classification will serve to illustrate the method of applying fixed terminology to the consecutive operations in connection with the filing of the papers on each and every job, the classification to be modified or amplified according to the individual ideas of the architect. Speqiiication Classification 1076. This classification is arranged in progressive order, as far as possible following the sequence of operations. 1 Permits — Building, Tenement, and Fire Depart- ments, Electrical and Gas 2 Architect, Associate 3 Engineer, Consulting 4 Superintendent 4 a Clerk of Works 5 Estimates 6 Demolition 6 a Temporary Quarters . 7 Excavation 7 a Shoring, Sheath Piling, Bridge Piling 7 b Pumps 7 c Blasting 8 Foundations 8 a "Waterproofing 9 Masonry 9 a Cut Stone 9 b Blue Stone 9 c Granite 9 d Brick, common 9 e Brick, face 9 f Limestone ARCHITECTURAL FILING 231 Og Artificial Stone, cement 9 h Reinforced Concrete 10 Structural Steel 11 Terra Cotta 12 Marble and Tile 13 Iron Work, Miscellaneous 14 Iron and Bronze, Ornamental 15 PiREPROOFING 15 a Shutters 15 b Metal-Covered Doors and Trim 15 c Metal-Covered Windows 15 d Metal Doors and Trim 15 e Metal Windows 15 f Thermostats 15 g Sprinklers, automatic 16 Floors and Floor Systems, Fireproof 16 a Reinforced Concrete 16 b Hollow Tile 17 Elevators 17 a Passenger 17 b Freight 17 c Ash Lifts 17 d Sidewalk Lifts 17 e Dumbwaiters 18 Mill Work and Lumber 19 Glazing 20 Carpentry 20 a Rough Joinery 20 b Cabinet Work 21 Floors, Finished 21 a Parquetry 21 b Composition (Cork, Tile, etc.) 22 Roofing 22 a Cornice 22 b Sheet Metal 22 c Slate 232 INDEXING AND FILING 23 Sidewalks 23 a Paving 23 b Cement Work 23 c Vault Lights 24 Electrical 24 a Schedule of Fixtures 24 b Wiring 25 Heating and Ventilating 25 a Heating 25 b Ventilating 26 Plumbing 26 a Plumbing Fixtures 26 b Toilet Accessories 27 Painting 27 a Interior Finishing 27 b Decorating 28 Plastering 28 a Plain 28 b Ornamental 29 Progress Photographs 1077. With the files arranged alphabetically by name of client or the title of the job, the divisions are established as required on each job, and are maintained in progressive order (practically in sequence of building operations as indicated in the classification given, or else in alphabetic sequence of the titles of the various operations listed). 1078. A division in the file is only created as the contract for that particular phase of the wort is awarded, the arrange- ment of the guides being either progressive or alphabetic ac- cording to the plan adopted. 1079. As soon as a contract is awarded, the estimates of the successful bidder should be removed from the estimate file and placed in the folder under the heading by which the class of work or material involved is designated. ARCHITECTURAL FILING 233 1080. Metal-tipped guides in three positions should be used, with guides tabbed in the first position exclusively for the name of the client or the title of the job, guides taljbed al- ternately in the second and tliird positions for the divisions of the job, the progressive arrangement of the division guides being shown in the following illustration : 1081. Folders bearing the same designations as the division guides are placed behind these guides for the papers, subdivi- sions being provided for by the insertion of additional folders behind the first one of the division. 1082. The designations on the guides and folders may vary on different jobs, due to the omission of some phases of the work and the inclusion of others. (Sec illustration, § 1080.) Numeric Filing 1083. "With the growth of the establishment, many archi- tects who have started out with an alphabetic file change over to a numeric system, because of the advantages gained through the ability to number jobs, keying in the drawings, prints, and specifications, and using one index to cover all of these groups. 1084. If the files are maintained alphabetically, with the divisions and subdivisions according to the class of work (speci- fication classification), the changing from one system to the other can be accomplished without changing the arrangement of the files. 234 INDEXING AND FILING 1085. "Where the filing has been handled by the names of the contractors, it will be found advisable, before starting to index, to rearrange the folders or papers in accordance with the specification classification adopted. 1086. If job numbers have not been used, the first thing to be done is the assignment of a number to each job, which is then covered by index and cross-index cards. Ansonla High School 1087. Using the numbers applied to the specification group- ing in § 1076 as secondary numbers, the subdivisions being provided for by suffixed letters of the alphabet, the names of the contractors are entered on the index card, the number always designating the class of work or material. AJisonia High School Permits E F Miller Estimates Berger Housowre eking Co. Williams Contracting Co. Foundation Co, 1-1 1-4 1-5 1-6 1-7 1-8 1088. While it is possible to omit these entries on the job index card, relying upon the standardized specification group- ing to locate the individual contractor, the sub-indexing is advantageous as it gives immediate reference to the names of the contractors. ARCHITECTURAL FILING 235 1089. Cross-indexing should always be carried out cover- ing all of the names involved in any transaction in connection with the job. Miller, E.F. Ansonla Hl^h School Bergor Housewrecklng Co. Ansonla Hl£:h School 1-6 1090. On the next job another superintendent is used, the contractors also changing in some instances. Arlington Library Andrews, C.L. Estimates Williams Contracting Co. Reynolds Waterproofing Co. New Hampshire Granite Co. \7e3tem Structural Steel Co. 4 5 7 8 9 c 10 1091. The index should be consulted constantly as the work progresses, additional entries being made on the same card whenever possible, in preference to making out new cards. (See illustrations at top of page 236.) 1092. Eegardless of how many jobs there may be, one class of work should always be designated by the same suffixed number as indicated in the specification grouping (see § 1076) 236 INDEXING AND FILING Andrews, C. L. Arlin^on Library 2-4 '.Villlams Contracting Co. "Zaterbury, Conn. Ansonia High School Arlington Library 1 2 - 7 - 7 1 — , ,^^ — i.e., "Excavation" slioukl always be the number 7 tile under any job — thus locating the contractor by the class of work. 1093. The arrangement of the material in the tiles would remain the same as it was when the files were operated alpha- betically, except that the guides should carry the numbers instead of the names, using metal-tipped guides in five posi- tions of tabbing, the first position for the job number and the subdivisions on the second, third, fourth, and fifth positions. Specifications 1094. A number of copies of the specifications with siich addenda as may be required, are made up in sets for each job, one approved set being filed with the signed contracts, the additional sets being filed according to the name or number of the job, and being issued as necessary to contractors and others in connection with the job. ARCHITECTURAL FILING 237 Drawings 1095. As the drawings are made they are usually num- bered, either consecutively or by a classifieation scheme bring- ing all drawings of a class together. 1096. When the drawings are numbered consecutively they are indexed on cards, one card per drawing. These cards are then filed behind a guide carrying the job number or name, arranged in consecutive order of numbers or else classified according to the nature of the drawing. 1097. If the classifieation plan is used, the index card is in the form of a register, a certain number of drawings of a given class being entered on one card or series of cards. 1098. As in the case of the specification grouping, the classi- fication of drawings will depend largely upon the individual ideas of the architect, the following method being given as an ilhistration of the groups and method of assigning the num- bers, this being subject to such revision as may be required to adapt it to a particular office. 1 to Classification op Drawings 99 Plans, elevations, sections, layout of grounds, and other general details at small scale. 100 to 199 Exterior scale drawings. 238 INDEXING AND FILING 200 to 299 Exterior full-size details. 300 to 399 Interior scale plans, sections, and elevations. 400 to 499 Interior miscellaneous scale details. 500 to 699 Interior full-size details. 700 to 799 Unclassified miscellaneous drawings. 800 to 899 Structural steel drawings. 900 to 999 Heating, ventilating, and sanitary drawings. 1099. Numbering of Drawings. Under either plan the drawings carry a duplex number separated by a hyphen, the first number indicating the job, the second being the number of drawing on that job ; e.g., 72 17 would indicate job num- ber 72, drawing number 17. 1100. Index to Drawings. "When the classified plan of numbering drawings is used, a card index or register should be maintained, one or more cards for each class of drawings, a card approximately 5x8 inches usually being the most satisfactory size. NamB Job Number Location Clauincation O-I «». M«.l. D^ v» Sc^ DESCRIPTION >l.*l.>» U^ i- ■ "--^ iioi. The arrangement of the guides should be by job number, the number of the job and name of the client appear- ing on the tab of the guide, using a third-cut tab in first position as shown. The guides covering the classification are numbered by hundreds from 1 to 900 (omitting 600), using fifth-cut guides in the third, fourth, and fifth positions as shown. ARCHITECTURAL FILING 239 1 102. Filing OP Drawings. Drawings may be filed in any one of three ways (with exception of full-size details, no draw- ings being folded) : (a) Flat, in drawers without folding. (b) Flat, suspended from one edge in frames, (e) Eolled, placed in tubes or pockets. 1 103. When filed flat in drawers, one or more drawers are assigned to a job, as required, according to the number of drawings made on a job; or the drawings of several small jobs might be contained in one drawer, the outside of each drawer being labeled to correspond. 1 104. Drawings suspended from one edge in frames should be designated by means of tags attached to the frames, the frames being placed in the racks either according to the name or the number of the job. 1 105. If drawings are rolled, each roll should have a sub- stantial tension tag wrapper on which should be listed the drawings contained in the roll, the reverse side of the tag being printed to allow for the recording of the numbers of drawings taken out for any reason. 1 106. The most satisfactory tag for this purpose is 8 inches high by 5 inches wide, made of white linen tag stock, with a 240 INDEXING AND FILING tension button and string at the top as shown in the following illustrations : CLASS OF DRAWING JOB NU»^B£R ^AME or CUEMT DESCRIPTION OF WORK DRAWINGS OU- JOB NUMBER. ARCHITECTURAL FILING 241 1 107. Full-Size Detail Drawings. Owing to their size, these are usually filed separately from the other drawings, being folded to a size that will permit of filing in either the legal-size file (10x15 inches) or the architectural size (111^ xl5 inches). 1 108. The arrangement of these drawings should corre- spond to that maintained for all other drawings, first by job number or name and then by drawing number. 1109. Blue-Prints. "With the exception of a set of blue- prints of the drawings on each job for reference purposes in the drafting room, very few blue-prints are filed by the archi- tect, prints being made as required. mo. Exception. This does not apply to shop drawings (blue-prints or drawings furnished by contractors or manu- facturers showing what they propose to furnish on a given job), these usually being attached to and included with original drawings. CHAPTER XXVIII ARCHITECTURAL FILING (Continued) Trade and General Files 11 11. Correspondence and papers that do not relate to jobs should be filed in this group. The files should be of cor- respondence size and can be maintained either alphabetically or numerically as desired. 1 1 12. Under either arrangement certain subject files should be opened, all material belonging to such groups being filed under the subject instead of the name. The following sub- jects are suggested as a partial list : 1 1 13. Applications for Positions. Under this heading the following groups would be maintained: (a) Office employees — stenographers, bookkeepers, clerks, boys, etc. (b) Drafting room employees. (c) Outside employees — superintendents, clerk of works, engineers, and architects (not to include consulting engineers or associate architects). 1 1 14. Prospective Work. Papers or memoranda relating to prospective work that may develop at some later date into a job, should be filed under this title. 1 1 15. If the job was obtained at a later date, all of these papers should be transferred to the file opened under the client's name or the title of the job. 1 116. General Practice. All requests sent to or received from architects or engineers (including copies of the replies) as to general practice in handling a given subject, should be filed under this title. 11 17. Trade AND Merchandise Files. Under the heading 242 ARCHITECTURAL FILING 243 of each trade or class of merchandise, a folder should be opened to contain such correspondence or advertising matter as may be considered desirable to save. 1 1 18. Requests for opportunity to bid on certain classes of material or work in connection with some specific job are received in every architect's office, but such requests should not be filed in the job files merely because reference is made to a certain job by the applicant. 1 1 19. If such letters or circulars are of sufficient im- portance to be kept, they should be filed according to the class of merchandise or service involved, disregarding the reference to a specific job. 1 120. Alphabetic Filing. When this method of filing 244 INDEXING AND FILING is adopted, any standard type of alphabetic file may be used, preferably one having an arrangement of individual and mis- cellaneous folders behind the guides, the number of the guides to the set varying according to the volume of material to be filed (see § 266). 1 12 1. Numeric Filing. If maintained under a numeric arrangement, a letter can be prefixed to the number to pre- vent confusing this file with the job file, index cards being made out for each name or subject, e.g., the first file would be 01, the next 02, index and cross-index cards being made out as required. Applications for positiono 01 Office Employes Drafting Room Employes Outside Employes 01 a 01 b 01 c Employes See Applications for positions Office Employes Drafting Room Qnployes Outside Einployes 01 01 a 01 b 01 c -— ' — 1 122. While the files are maintained separately, the index cards covering the job and general files are filed together, using only one set of alphabetic guides. In filing these cards the fact that one card may refer to a job and the next to a folder in the general files is disregarded. Catalogs and Price Lists 1 123. The filing of this class of material is covered in Chapter XVII, the group numeric method described in §§ 733 ARCHITECTURAL FILING 245 to 742 usually proving the most satisfactory in the architect's oflQce. Library 1 124. A considerable portion of the architect's library is made up of architectural plates, photographs, and drawings which should be available according to the class of building represented and the purpose for which it was erected. 1 125. The following classification* can be used to advan- tage in filing such plates and photographs, using architectural- size files (vertical units) which will accommodate all such material not in excess of 12 x 15 inches. Classification of Architectural Plates, Photographs, AND Drav^ings General Divisions 1 Administrative and Governmental Buildings 2 Monuments 3 Ecclesiastical and Eeligious Buildings 4 Educational and Scientific Buildings 5 Society Buildings 6 Eesidential 7 Eecreation and Amusement 8 Business and Commercial 9 Transportation and Storage 10 Manufactories 11 Bridges 11 26. Each of these groups is divided and subdivided as required, in the following manner : 1 Administrative and Governmental Buildings 1-1 Capitols. Houses of Parliament. Legislative Buildings. 1-2 Ministries of "War, State, etc. Governmental De- partments and Office Buildings. •This classiflcation taken from "Arrangement of Photographs and Maga- zine Plates" by Sidney F. Kimball, in "Brickbullder." 246 INDEXING AND FILING 1 - 3 City and Town Halls. 1 - 4 Custom Houses. Excise Offices. 1 5 Court Houses. 1 - 5 a Registries of Deeds. Archive Buildings. 1 - 6 Post-Offiees. 1 - 6 a Post-Office and Custom House combined. 1 6 b Post-Office and Court House combined. 1 6 c Post-Office, Custom House, and Court House combined. 1-7 Engine Houses. 1 7 a Fire Alarm Stations. 1-8 Military, Protective and Corrective. 1 - 8 a Barracks. Military Post Buildings. 1 8 b Armories. (See also 7-3 Riding Halls.) 1 8 c Arsenals. 1 8 d Police Stations. 1 - 8 e Penitentiaries. Jails. 1 8 f Reformatories for Adults. 1 - 8 g Reform Schools. 1-9 Hospitals, Asylums. 1 - 9 a Sick and Wounded. Incurables. 1 - 9 b Sanatoria. 1 9 c Insane. Peeble-Minded. Inebriates. 1 - 9 d Blind. Deaf and Dumb. (See also 4 - 1 g Day Schools for Defectives.) 1 - 9 e Almshouses. 1 9 f Aged. Convents, etc. 1 - 9 g Soldiers' Homes. 1 - 9 h Orphans. Children. Foundlings. 2 Monuments 2-1 Commemorative. 2 2 Funerary. 2 2 a Monuments proper. 2 2 b Tombs. Mausoleums. 2 - 2 c Receiving Vaults. ARCHITECTURAL FILING 247 3 Ecclesiastical and Religious 3-1 Chapels, small. 3-2 Parish Churches. 3 - 3 Cathedrals. 3 4 Synagogues. 3-5 Parish Houses. Sunday School Buildings. 4 Educational and Scientific 4-1 Day Schools. 4 la Kindergartens. 4 - 1 b Primary Schools. 4 - 1 c Grammar Schools. 4 - 1 d High Schools. 4 - 1 e Normal Schools. 4 If Manual Training Schools. 4 1 g Schools for Defectives. (See also 1 - 9 d Asylums for the Blind, Deaf and Dumb.) 4 2 Boarding Schools. 4 3 Colleges. Universities. 4-4 Professional and Technical Schools not connected with a University. 4 - 4 a Theology. 4 - 4 b Law. 4 4 c Medicine. 4 - 4 d Science. Engineering. 4 4 e Art. 4 - 4 f Music. 4-5 Independent Scientific Institutions. Laboratories. Observatories. 4 6 Scientific Museums. Menageries. 4-7 Art Museums. Galleries. 4 8 Libraries. 4-9 Learned Societies. (See also 5-1 City Clubs, non-residential.) 5 Society Buildings 5-1 City Clubs, non-residential. 248 INDEXING AND FILING 5 la Y. M. C. A., non-residential. 5 2 City Clubs, residential. 5 2 a y. M. C. A., residential. 5 3 Suburban Clubs. 5 3 a Y. M. C. A., suburban. 5 4 Country Clubs. 6 Residential 6 1 Hotels, etc. 6 la City Hotels. 6 lb Country Hotels. 6 1 e Restaurants. Cafes. Saloons. Bars. Raths- kellers. 6 2 Apartments. Tenements. (See also 8 3 Mixed Store, Office, and Apartment Buildings.) 6 - 3 Palaces and Palatial Private Houses. Embassies, etc. (Detached.) 6 • 4 City Houses in block. (Anything with one party wall or more.) City Houses not in block. Suburban Houses. Village Houses. Country Houses. Farm Houses. Cottages. Bungalows. Outbuildings. Dependencies. City. City Stables, private. Garages. Country. Farm Buildings. Gate and Porter's Lodges. Kitchens. Laundries. Dairies, etc. Stables. Kennels. Carriage Houses. Garages. Barns. Granaries. Ice Houses. Silos, etc. Conservatories. Greenhouses. Windmills. Water Towers. 6 . • 5 6 6 6 7 6 7 a 6 8 6 9 6 9 a 6 ■ 9 b 6 9 c 6 10 6 10 a 6 10 b 6 10 e 6 10 d 6 10 e 6 10 f 6 10 g ARCHITECTURAL FILING 249 7 Recreation and Amusement 7 1 Theatres. Opera Houses. 7 2 Concert Halls. Lecture Halls. 7 3 Rinks. Amphitheatres. Riding Halls and Schools. (See also 1 8 b Armories.) 7 - 4 Gymnasia. Turn Halls. Baseball Cages. (See also 5 1 a and 5 2 a Y. M. C. A.) Baths, swimming and otherwise. Locker Buildings. Buildings for Watering Places. Beach Bath Houses. Buildings for Parks. Boat Houses. Stadia. Business and Commercial Markets. Stores, wholesale and retail. Mixed Store, Office, and Apartment Buildings. Stores and Offices. Stores and Flats. Offices and Flats. Stores with Halls or Meeting Rooms. Office Buildings. Low. High, steel construction. Banks. Trust Companies. Safe Deposit Vaults. Bank and Office. Exchanges. Boards of Trade. Clearing Houses. Transportation and Storage Railway Passenger Stations. Way Stations. City. Country. Terminal Stations. Street Railway Stations. Surface Stations. Elevated Stations. 7 5 7 6 7 7 7 8 7 9 8 8 1 8 2 8 3 8 3 a 8 3 b 8 3 c 8 3 d 8 4 8 4 a 8 4 b 8 5 8 5 a 8 6 9 9 1 9 1 a 9 1 b 9 1 e 9 1 d 9^ 2 9 2 a 9 2 b 250 INDEXING AND FILING 9 2 c Subway Stations. 9 - 3 Wharf and Dock Buildings. 9 - 3 a Ferry Houses. Buildings for Passengers. Im- migrant Stations. 9 3 b Dock Buildings for Freight, etc. 9 - 4 Railway Freight Houses. 9 - 5 "Warehouses — bonded, storage, etc. Cold storage. 9 - 6 Grain Elevators. Coal and Ore Docks. 9 - 7 Railway Roundhouses. Car Barns, etc. 9 - 7 a Roundhouses. 9 - 7 b Car Barns. 9 - 8 Signal Towers. 10 Factories, etc. 10 1 Mill-Construction Buildings, for whatever use. 10-2 Power Stations. 10 3 Abattoirs. 10-4 Laundries. Bridges 1 "Wood. 2 Masonry. (Stone, brick, concrete, etc.) 3 Steel and Iron. 3 a Simple Truss. 3 b Cantilever. 3 c Arch. 3 d Suspension. 1 127. An alphabetically arranged subject index should be made up covering this classification, either in card index or visible index form, and be maintained separately from all other indexes. (See first illustration on page 251.) 1 128. In filing these plates, etc., metal-tipped guides should be used in fifths, the first position being reserved for the class or group, and the remaining four positions being staggered to cover the divisions and subdivisions, using the numeric designations, as shown in last illustration on page 251. ARCHITECTURAL FILING 251 Administrative * Governmental Buildings 1 Capitols S ee Administrative Buildings 1-1 — Parliament, Houses of See Administrative Buildings 1-1 1 "^ 1 129. In event of there being no material to file under certain divisions or subdivisions, no guides are inserted for the missing groups, it being possible to insert as needed addi- tional guides with the metal tip in any required position, the labels being shifted to conform to the changes made. 1 130. If it is found advisable to make any changes in this classification, a set of accession sheets should be written to cover such revisions, following the plan described in §§ 647 to 652. 1 13 1. The practicability of developing the library into information and data files will depend largely upon the re- quirements of the individual office, the amount of material, and the reference to such material. 252 INDEXING AND FILING 1 132. The method of establishing files of this character is described in Chapter XVI, "Information and Data Files," the detail covering the handling of periodical literature being described in §§ 656 to 663, and bound literature in §§ 664 to 667, and 690 to 714. Receiving and Delivery Records 1 133. In order to keep track of drawings, prints, specifica- tions, samples, and other material received and sent out of the architect's ofSce in connection with each job, records must be maintained so that these items can be looked up either accord- ing to the job or the name of the individual or concern involved. 1 134. Receiving Records. Drawings, prints, specifica- tions, or samples as they are received should be recorded on receiving slips in duplicate, numbered consecutively, one set of receipts being used for each item or set of items on a job : 2573 ^■ifV. gld^ai,!^^ n> (/l/w^i^A/&«i/w GaiL-^4^\j/WvJ^ ®o Recoivud from QUANTITY cD DESCRIPTION g_(f luu ' ^^^^ DISPOSITION Q/UL^V^'' 1 135. The original copy of the receiving slip should be filed alphabetically according to the name of the individual or the organization making the delivery. ARCHITECTURAL FILING 253 1 136. The duplicate carbon copy should be filed numeri- cally by job number and then chronologically by date of the receipt. 1 137. Operated in this manner access is afforded to the records of all items received, both by job number and the name of the individual or organization making the delivery. 1138. Delivery Records. Applying the same method as described for the maintenance of the receiving records, de- livery slips should be made out m duplicate coverii.g the 254 INDEXING AND FILING dy^^j^MW (JWAWtvv^ (y