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(d)the factors to be taken into consideration relatingto each of these aspects or operations.(ii)The scope of business of a department is thus analysedunder four hierarchical divisions, and accordingly thefollowing four standard lists of headings are prepared :(a) Functional heads which may be called ‘basicheads’;(b) Activity heads which may be called ‘primaryheads’ as related to each functional head;(c) Aspect or operation heads which may be called‘secondary heads’ as related to activity heads; and(d) Factor heads which may be called ‘tertiary heads’as related to aspects or operation heads.(iii)Based upon the above lists of heads a functional fileindex for the various substantive subjects dealt with bya department together with an identifying file numberingsystem is then developed.(iv)For opening files relating to establishment, finance,budget and accounts, office supplies and services, andother house-keeping jobs common to all departments,the standardised functional file job index including itsfile-numbering system, issued by the Department ofPersonnel and Administrative Reforms will be followed.44.4 Instances where files need not be opened :Normally, no new files will be opened for dealing with receiptsof a purely routine nature (e.g. requests for supply of unclassifiedfactual information, notices of holidays, miscellaneous circulars)which :(a)Can be disposed off straightaway by noting the reply onthe source receipts and returning them to the originators; or(b) Are unlikely to generate further correspondence andtherefore can be placed in a miscellaneous file to be destroyedat the end of the year, or placed in the folder of circulars etc.,on the subject.44.5 File register :Page 291 of 291