the municipal secretary desktop reference manual - Southwestern ...

CHECKLIST
FILES CONTROL
Problem
Too many filing places
Files too far from user
Solution
Consider centralizing filing of records of common interest
in one location under one supervisor. File specialized
records in departments where referenced, but follow
handling procedure.
Where feasible, situate file near user (studies indicate
walking time takes 25 percent of filing time).
Everybody a file clerk Centralize authority with responsibility. Allow only
designated persons to use files except in emergencies.
Files don't keep pace with office progress
Files disordered; show no particular plan or arrangement
System doesn't fit the way material is called for
Folders wear out too soon
Old correspondence slowing up filing of current papers
File storage using up floor space
Trouble retrieving material before it is filed
Getting papers into the folders takes too long
Work is tiring
Trouble finding missing papers or cards
Filing decisions erratic
Takes too long to find a folder
Check size of alphabetic breakdown to see if it (1) is adequate
and (2) fits constituent name patterns.
Pick a ready-made engineered system that best fits your
needs. Adjust it if necessary as time goes on. Talk with
other records managers, especially in other cities.
Study the possibilities of using subject, geographic, or numeric,
as well as alphabetic filing for certain specialized
materials.
Use at least an 11-point folder for frequent usage out of
the file; 14-point or press board for heavy use. Save
space yet add strength with double tabbed folders.
Transfer old material at least once a year, more often if
necessary. Question whether some type of correspondence
needs to be filed at all.
Use shelf files. Implement retention schedules.
Use sorting devices and sort immediately on arrival.
Keep in the sorter until ready to index. Refile daily.
Use sorting devices to arrange the papers completely.
This saves walking, refiling time, and reduces errors.
Use filing shelf to free both hands for filing. The
stool is another handy device to ease fatigue.
Keep track of removed papers and cards.
Start a filing procedure manual and then use it! Don't
depend on snap judgment or the opinions of others.
When a problem arises, make a ruling, then write it
down.
Have an index guide for each inch of active drawer
space for each 6-8 folders. This averages out to about
25 guides per drawer for best efficiency.
XV-17