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Alphabetic Filing Procedures

Alphabetic Filing Procedures. OT 122 Chapter Three. Objectives. Perform the 6 steps involved in processing correspondence and other documents Index records for key words Process requests to charge out records Color-code names in an alphabetic file.

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Alphabetic Filing Procedures

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  1. Alphabetic Filing Procedures OT 122 Chapter Three

  2. Objectives • Perform the 6 steps involved in processing correspondence and other documents • Index records for key words • Process requests to charge out records • Color-code names in an alphabetic file

  3. Alphabetic CorrespondenceFiling Procedures • Step 1 – Inspecting • Making sure the record has been released for filing • Is everyone done with the record? • Release mark? • Symbol placed on a record indicating that the record is ready to be filed • Often initials • Tickler, Pending, Follow-up, etc., means that the record can be filed, but needs to be pulled again on a certain date • Form Letter Sent or Reply Sent indicate that action was taken • Date stamp of date it was filed

  4. Alphabetic CorrespondenceFiling Procedures • Step 2 – Indexing • VOCABULARY WORD • Decide which name to use to file record and the order of the units • Depends on whether the record is incoming or outgoing • Get to read everything! • For records that have come IN to the company (incoming) • Use most important name • Usually letterhead, or signature line • If both, use company name • Make sure the letterhead is related to the correspondence (business vs. personal)

  5. Alphabetic CorrespondenceFiling Procedures • For records that are LEAVING the company (outgoing) • Hard copies are filed when not saved electronically or in addition to • Records must be identified as copies (since originals were…sent!) • Indexed by company or person sent TO • Same rule as incoming – if both a company and person name, use company • No need for release marks

  6. Alphabetic CorrespondenceFiling Procedures • Step 3 – Cross-Referencing • If the BODY of the letter contains an important name, cross-reference it • Step 4 – Coding • VOCABULARY WORD!!! • Marking the units in the name or subject under which a record will be filed • Huh? • Just different marks… • Underline and number as we did on the cards

  7. Alphabetic CorrespondenceFiling Procedures • Place a wavy line under the key unit and number other units in the cross-referenced name, if any • Place an ‘X’ in the right margin of the record as a reminder to cross-reference, if there are any • Complete a cross-reference sheet • If the cross-referenced name does not appear anywhere on the document, rewrite it near the letterhead, code it, and place an ‘X’ in the right margin • Step 5 – Sorting • Sort items into alphabetic piles

  8. Alphabetic CorrespondenceFiling Procedures • Step 6 – Filing • File according to 10 alphabetic rules from last chapter • Papers should be in ‘reading’ position • Staple instead of paper clip • File in Individual or General folders • Individual folders are used for 3 or more pieces of correspondence that pertain to the same person or business • (Create a folder for that person or business!)

  9. Alphabetic CorrespondenceFiling Procedures • General folders are filed behind the individual folders, and contain documents for each letter that don’t have more than 2 pieces relating to a specific name or company • (All of the random As, Bs, etc.) • With both Individual and General, file the most recent document on top, or toward the front of the file

  10. Scanning Paper Records • Wave of the future • Converts paper records to digital format • Initial conversion is often done by outside firm • Questions must be answered to decide if this is the right move!

  11. Using PDF Technology • Portable Document Format • Adobe Acrobat is popular reader, and is FREE • Compatible with Macs and PCs • Cheap way to get things on the Web • Reduces the size of large documents • Highly resistant to viruses • Can be made secure from content being changed or edited

  12. Filing Forms Alphabetically • Most documents will be filed alphabetically, not just correspondence • Application forms • filed by applicant’s name • Faxes • Invoices • Often filed by sender ONCE PAID • Minutes • Filed under the name of the board chairperson • Resumes • Filed under candidate’s name • Spreadsheets • Filed under accounting firm • Microfiche • Filed according to caption at top in special file

  13. Assignments • Check Your Understanding • 10 minutes • BY YOURSELF • Turn in • Practical Application 3B

  14. Indexing Records for Key Words • Key Word Indexing • An alternative way to locate records • Sometimes a feature of records management software • Otherwise, key word has to be selected by user • Is 1-5 words that captures subject or content • Can be a name or proper noun

  15. Assignment • Practical Application 3C • Parts 1 and 2

  16. Handling Requests to Charge Out Records and Follow Up • When people want to borrow files… • What record is leaving? • Who is taking it? • When is it being taken? • When will it be back • Sometimes…WHY does this person need it?

  17. Assignment • Practical Application 3D

  18. Color-Coding Alphabetic Files • Easy to spot misfiles • Check Your Understanding, page 53 • New sheet of paper • Write in correct order, then two colors • 10 minutes • ON YOUR OWN!!! • To be turned in

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