Electronic Filing and Calculating

1. Electronic Filingand Calculating

2. Arranging Records Other filing methods used in an office consists of filing by subject, numeric, and geographic methods.

3. Subject Filing Method An alphabetic arrangement of records by subject, type, or category.

4. Library has lists of books by subjects Cooking Gardening Telephone Yellow Pages lists businesses by types of service and products Accountants Banks Carpets Music stores list music by categories Classical Rock Jazz Western Examples

5. Common Office Practices • Store together copies of business forms such as: • Purchase orders • Invoices • Bank statements • Equipment • Complaints • Advertising • Sales • Budget

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

7. Master Index • Because one person may not see a subject title in the same way as another person, an alphabetic index is necessary. • The index lists all subject headings used in the filing system. • May be prepared using a computer. • A card file with each subject heading on a single card may be used.

8. Dictionary Arrangement Records are arranged in alphabetic order by subject with no attempt to file related subjects together. Encyclopedic Arrangement Records are arranged in alphabetic order by major subject areas plus one or more subgroups of related topics. Guide and Folder Arrangement Turn to page 71 for an example.

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

10. Six Steps in Filing Process Step 1: Inspecting Step 2: Indexing Step 3: Coding Step 4: Cross-Referencing Step 5: Sorting Step 6: Filing

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

12. Inspecting (con’t) • A release mark is a check mark that lets you know that the document can be filed. • Document should contain a release mark such as the initial of the person who processed it. • Other release marks can consist of: tickler, pending, follow-up, future use, and words such as “form letter sent” or “reply sent.” Release Mark

13. Read each record to determine subject. (Find theme for easy retrieval.) Match subject of record with subject title already in alphabetic subject index.(Subject titles are compiled by records manager.) If more than one subject, decide what the cross-reference subject will be. Index name of correspondent, as it is used to file the document alphabetically within the subject folder. Step 2: Indexing

14. When subject titles contain more than one word, use three-letter subject codes.(Computer Software Development—CSD) If there is only one word in subject title, use first three letters of the word.(ADM for Administration) Step 3: Coding

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

16. Step 4: Cross-Referencing • Prepare a C-R sheet for the file when more than one subject is included in a record. • Write the second subject title at the right-hand margin. • In space provided after SEE notation, indicate original subject under which record is filed.

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

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

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

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

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

22. Numeric Filing Procedures An arrangement of records based on numbers.

23. Advantages of Numeric Filing • Speed and accuracy of filing and finding is the greatest benefit of a numeric system. • It can increase production time by 40 to 50%. • Security for the main file. • Records cannot be located by looking at the file drawer or shelf because only the numbers are visible. • Training employees to use the system is less time consuming.

24. Advantages (con’t) • Confidentiality. Records stored by numbers instead of name can protect identify of people involved. • Legal offices use case numbers instead of names. • Employee personnel records may be assigned an employee number and filed accordingly. • Students are assigned a personal identification number to protect identity.

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

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

27. Large Numbers • Numbers with five or more digits may be divided into groups of two or three digits and separated by: • Spaces – 504 679 935 • Decimals – 504.679.935 • Hyphens – 504-679-935 • Diagonals – 504/679/935 • When written in the above manner, each series of digits can be considered separately.

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

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

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

31. Middle-Digit Numbering • The middle group of numbers is read first (primary digits) • It is read like this: • 248 894 472 is read: 894-primary, 248-secondary, 472-tertiary • Distributes more records • Allows related records to be grouped together. • Middle digit can represent a particular sales district, salesperson, or specific product line.

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

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

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

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

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

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

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

39. Color Coding Numeric Files Color-coded labels on numeric folders help to improve efficiency of filing and retrieval of records.

40. Bar Coding of Files • Bar coding improves the accuracy of filing, charge-out, and retrieval processes. • Bar codes are read by either using a portable bar code reader (wand) or by keyboard-attached bar code scanners. • You can just scan the UPC (Universal Product Code) identified on the file folder labels.

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

42. Geographic Filing Method An alphabetic arrangement of records based on geographic location.

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

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

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

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

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

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

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

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