2. 1. Name each file clearly, either in block
capital letters or in jet-black typed
capital letters.
Why should be jet black?
How to write?
3. 2. Provide a dividing guide card for
every twenty to thirty folder.
Why should provide for every 20-30
consult the card file?
4. 3. Keep filing up to date by filing first
thing each day. (a task done daily with
ease becomes a burden if left)
Why the file should be set up date?
5. 4. First sort filling material into order.
(This save running about from drawer
to drawer.There are various types
alphabetical shorter on the market to
help you)
Why should it be moved from drawer
to drawer?
6. 5. Remove all paper clips and, instead, use staples
for papers that must be kept together:
otherwise, single paper may become trapped
and wrongly filed.
Why all the clips must be removed?
9. 6. Avoid removing individual papers
from files, and prepare markers for
all absent files.
Why the files should avoid deleting
individual files?
How to mark it so that the paper is not
wasted?
12. 8. Remove “dead” material to “transfer”
file, (deal with a few each day; this will
eliminate bulky files and spare you
the tedious and irksome task of
periodical weeding. At the some time
note in the current file the contents of
the transfer file)..
How to remove it?
14. 9. Keep your card index handy and up
to date. ( it is a most valuable friend)
15. 10. Remember that prompt and careful
filing contributes heavily to the
efficiency of your office
16. The card index is one of the simplest,
cheapest and most efficient devices for
ensuring that matters are bought forward
at the right time and not over looked.
Card Index
17. All files should be brought in every 20th day.
The fact would be noted on a record card and the
card will be placed behind the divider, if the day
falls within current month.
If it falls within some later month the card would
be placed for the time being behind the divider
that month.
One of the advantages of this system is that the
same card may serve for several reminders, or it
may be used over and over again
18. Uses and advantages
Card indexes have many advantages over the
older type of book index :
1.They are convenient to handle, and form a
source of quick and easy reference.
2.They are capable of indefinite expansion.
3. Cards may be typed instead of handwritten.
4. Individual cards may be inserted in their
exact places
19. 5. Insertions and withdrawals do not disturb
the alphabetical continuity of the index
6.The use of suitably tabbed dividing cards
greatly facilitates reference.
7.The number of alphabetical subdivisions can
be increased as the system expands.
8.The index does not harbour unwanted
names:”dead” cards can be withdrawn and
stored at the back for as long as needed.
20. 9.The cards can be printed and specially ruled
to record any kind of information.
10.The system can be used for many different
purposes
a. To provide the numbers required for
numerical filing
b. To provide a mailing list for circulars ,
catalogues, etc :
21. c. Provide detailed information about a
correspondence:
Phone #
Postal code andTelegraphic address
Terms of payment
Discounts
Working hours
Name of person in charge
Secretary’s name
Partnerships name
Temporary information: illness, travelling, holidays,
(write in pencil and remove when the need has passed)
22. Wheel indexes
These are a form of rotary card-index. Cards
are attached to rows of rotating wheels,
which may be arranged vertically
