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Correspondence Filing. AOS 155 Chapter 5. Alphabetic Storage. Advantages Direct access filing method Numbers before digits Simple and standardized Related records grouped together. Disadvantages Misfiling easy Similar names can cause confusion Names easily visible

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Correspondence filing

Correspondence Filing

AOS 155

Chapter 5


Alphabetic storage
Alphabetic Storage

  • Advantages

    • Direct access filing method

    • Numbers before digits

    • Simple and standardized

    • Related records grouped together


  • Disadvantages

    • Misfiling easy

    • Similar names can cause confusion

    • Names easily visible

    • Related records with different names filed in different places


Steps in correspondence filing
Steps in Correspondence Filing

  • Inspect

  • Index

  • Code

  • Cross-reference

  • Sort

  • Store


Inspecting
Inspecting

  • Record is ready to be stored

    • Any action completed or scheduled

    • Release mark is present

    • Date/time stamp is not a release mark


Indexing
Indexing

  • Select the name to file under

    • Incoming

      • By name in letterhead

      • Writer’s location or business connection

      • Name in signature line

      • Company name

    • Outgoing

      • Letter address name

      • Business name

      • Writers’ name if personal


Coding
Coding

  • Marking filing segments

  • Use colors, slashes, numbers, to distinguish

  • Example on page 121


Cross reference
Cross-Reference

  • Use sheet with information.

  • Example page 121.


Sorting and storage
Sorting and Storage

  • Sort alphabetically

  • Store

    • Remove paper clips

    • Staple if necessary

    • Mend torn records

    • Unfold


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