Coding Process Of Respecting Paper
FILING PROCEDURES Inspecting. Checking a record to determine whether it is ready to be filed is known as inspecting. A business record must not be stored until someone with authority marks it to be released for filing. All requires actions must be taken or noted in a reminder system prior to storage. Notation in a reminder system ensures that the record will be brought to the attention of the proper person at a future date. Sorting records before their contents are noted and before appropriate action has been taken can sometimes cause embarrassment to a business and can directly or indirectly result in financial loss or loss of goodwill.
Indexing. Indexing is the mental process of determining the filing segment (or name) by which a physical …show more content…
Coding is the act of assigning a file designation to records as they are classified. For paper records, coding is physically marking a record to indicate the filing segment (name, number, or subject) by which it is to be stored and indicating the indexing units. Coding for a list of names may also be accomplished by placing the unit of the filing segment in separate columns of a table. Coding is a physical act, as contrasted with indexing, which is mental …show more content…
Labels are used to help identify a folder and its content. Labels come in a variety of sizes, shapes, and colors so you can customize your filing system to meet the needs of your office. Colors should not be used at random. Use colors to represent a topic or the status of a file.
Out cards. An Out guide is a special guide used to replace any record that has been removed form storage and to indicate what was taken and by whom. When the borrowed record is returned, the filer can quickly find the exact place to refile the record. An Out guide is made of the same sturdy material as other guides, with the word OUT printed on its tab in large letters and a distinctive color.
Out Folders. An OUT folder, is a special folder used to replace a complete folder that has been removed from storage. This folder has a pocket or slot for a small card bearing information concerning who took the folder, the date it was taken, its contents, and the date the folder should be returned to storage. The OUT folder remains in the file as temporary storage place for records that will be transferred to the permanent folder when it is returned to
Indexing. Indexing is the mental process of determining the filing segment (or name) by which a physical …show more content…
Coding is the act of assigning a file designation to records as they are classified. For paper records, coding is physically marking a record to indicate the filing segment (name, number, or subject) by which it is to be stored and indicating the indexing units. Coding for a list of names may also be accomplished by placing the unit of the filing segment in separate columns of a table. Coding is a physical act, as contrasted with indexing, which is mental …show more content…
Labels are used to help identify a folder and its content. Labels come in a variety of sizes, shapes, and colors so you can customize your filing system to meet the needs of your office. Colors should not be used at random. Use colors to represent a topic or the status of a file.
Out cards. An Out guide is a special guide used to replace any record that has been removed form storage and to indicate what was taken and by whom. When the borrowed record is returned, the filer can quickly find the exact place to refile the record. An Out guide is made of the same sturdy material as other guides, with the word OUT printed on its tab in large letters and a distinctive color.
Out Folders. An OUT folder, is a special folder used to replace a complete folder that has been removed from storage. This folder has a pocket or slot for a small card bearing information concerning who took the folder, the date it was taken, its contents, and the date the folder should be returned to storage. The OUT folder remains in the file as temporary storage place for records that will be transferred to the permanent folder when it is returned to