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Correspondence Filing

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

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  1. Correspondence Filing AOS 155 Chapter 5

  2. Alphabetic Storage • Advantages • Direct access filing method • Numbers before digits • Simple and standardized • Related records grouped together

  3. Disadvantages • Misfiling easy • Similar names can cause confusion • Names easily visible • Related records with different names filed in different places

  4. Steps in Correspondence Filing • Inspect • Index • Code • Cross-reference • Sort • Store

  5. Inspecting • Record is ready to be stored • Any action completed or scheduled • Release mark is present • Date/time stamp is not a release mark

  6. 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

  7. Coding • Marking filing segments • Use colors, slashes, numbers, to distinguish • Example on page 121

  8. Cross-Reference • Use sheet with information. • Example page 121.

  9. Sorting and Storage • Sort alphabetically • Store • Remove paper clips • Staple if necessary • Mend torn records • Unfold

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