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Geographic Filing Procedures

Geographic Filing Procedures. OT 122 Chapter Six. Introduction. Geographic Filing Records are sorted by location. Geographic Filing Procedures. Step One – Inspecting Release mark! Step Two – Indexing Look for correspondent’s location 1st Step Three – Coding In this class’s ‘company’…

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Geographic Filing Procedures

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  1. Geographic Filing Procedures OT 122 Chapter Six

  2. Introduction • Geographic Filing • Records are sorted by location

  3. Geographic Filing Procedures • Step One – Inspecting • Release mark! • Step Two – Indexing • Look for correspondent’s location 1st • Step Three – Coding • In this class’s ‘company’… • We will code the location by circling the state and writing ‘1’, circling the city and writing ‘2’, and then coding the correspondent’s name.

  4. Geographic Filing Procedures • Step Four – Cross-Referencing • Main, home or original branch is usually the most important address • Any others are cross-referenced • Put a WAVY CIRCLE (?!?) around the state and city (with corresponding ‘1’ and ‘2’), and the usual ‘X’ in the margin • We will still cross-reference those that would be cross-referenced if we were filing alphabetically • Step Five – Sorting • Sort by state • Step Six – Filing and Retrieval • There are city specific folders within each state file, and a general file for cities that don’t yet have their own folder • In the general file, records are filed alphabetically by city name

  5. Check Your Understanding • Do together as a class • PREP FOR TOMORROW’S PROJECT!!!

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