ILLINOIS UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN PRODUCTION NOTE University of Illinois at Urbana-Champaign Library Brittle Books Project, 2015.COPYRIGHT NOTIFICATION In Public Domain. Published prior to 1923. This digital copy was made from the printed version held by the University of Illinois at Urbana-Champaign. It was made in compliance with copyright law. Prepared for the Brittle Books Project, Main Library, University of Illinois at Urbana-Champaign by Northern Micrographics Brookhaven Bindery La Crosse, Wisconsin 2015oondence Filing ,e Study ! -j Library Bur eats "" Lesson Six Application of Indexing Rules and General Alphabeting American Institute of Filing Owned and managed by Library Bureau Chicago 1921A Course in Correspondence Filing for Home Study Lesson Six Application of Indexing Rules and General Alphabeting American Institute of Filing Owned and managed by Library Bureau Chicago 1921Copyright 1921 by Library BureauLesson 6 Application of Indexing Rules and General Alphabeting ALTHOUGH one of the iirst tilings encountered in primary work in school was the alphabet, yet it is very difficult for some to master the absolute sequence of the letters it comprises. Therefore, it is necessary that considerable practice be had in the read- ing and arranging of names and titles. Open Outfit No. 2. The two hundred cards with guides are to serve for practice in rearranging names and titles. See that the guides are in strict alphabetic order when placed in the small cardboard tray. The names on the following pages should be taken one at a time and carefully studied to determine the proper arrangement of the title for filing. Copy one name from the list on each card arranging it in indexing form. For example: C. O. Bennett & Son, Number 113, should be written on the card Bennett, C. 0. & Son, 113. As each card is written it should be filed behind the guide bearing the alphabetic subdivision governing it. For example: the titles falling behind guide "Bi" are 124, 13, 9, 1, 6. As the next card is filed falling in the same alphabetic group, care must be taken to see that the alphabetic sequence is strictly regarded to the last letter of the name if necessary. After the two hundred cards have been filed in this way the accompanying chart should be used to record the cards found behind each guide, using for identification the numbers which follow the names on the card, hi doing this work it is very neces- sary that you refer back to the rules in Lesson 5 and carefully study each problem as it presents itself and determine from the rules the proper indexing caption and location in the file. "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 83List of Two Hundred Names for Home Study Class 1 Bloomfield, Meyer 60 2 John L. P. Ackers 61 3 Ackerman & Brummel 62 4 Citizens' Realty Trust 63 5 D. Abrahams & Sons 64 6 I. M. Blumerfield, Phys. 65 7 Bre Manufacturing Go. 66 8 Rev. Wilbur G. Chaffee 67 9 Blodgett Clock Co. 68 10 Bond & Goodwin 69 11 Clifton L. Bremer, Lawyer 12 Thomas H. Chaffe 70 13 Blodget & Co., Bankers 71 14 E. A. Abbott Co. 72 15 G. E. Bridgham 73 16 Centennial Copper Mining Co. 74 17 Bonded Audit & Appraisal Co. 75 18 Alfred F. Bridgham 76 19 The F. P. Abbey Co. 77 20 William H. Chafe 78 21 Air-Lite Rubber Mfg. Co. 79 22 Edward F. Caldwell & Co. 80 23 Board of Health Dept. City of 81 Cambridge 82 24 Cartwright & Hurley 83 25 Philip Capone 84 26 Miss Helen A. Ahern 85 27 Cape Cod Fish Market 86 28 James A. Cartwright, Sales Mgr. 87 29 Dorothy G. Campbell 88 30 E. B. Carleton & Co. 89 31 Miss Catherine A'Hearn 90 32 Citizens National Bank 91 33 Mrs. Ellen F. Adams 92 34 Carlton-Mace English Corp. 93 35 American O K System of Bak- 94 cries 95 36 Carpenters' Council of Middle- 96 sex County 97 37 The Boston Mailing Co. 98 38 Air Reduction Sales Co. 99 39 Fred Butterfield & Co., Inc. 100 40 Citv Cash Market 101 41 General Office of B. & M. R. R. 102 42 Allegheny Steel & Tube Co. 103 43 F. W. Buswell 104 44 Cohen, Rubinstein & Co. 105 45 The Bradstreet Co. 106 4(5 All Saints Church 107 47 Fred N. Bushnell 108 48 Coal Conservation Co. 109 49 Anti-Friction Bearing Co. 110 50 W. H. Bushell 111 51 Alexander's Orchestra 112 52 The Braemore 113 53 C. B. Antisdale 114 54 B. C. F. Realty Corp. 115 55 A. M. Burnside 116 56 C. H. Cobb 117 57 Brande, Soule & Stoddard 118 58 J. Burns, Fruit 119 59 H. E. Ayres, Jr. 120 Cobb, Bates & Yerxa Co. James A. Banister Co. Baldwin Farms Produce Dist. N. W. Ayer & Son J. S. Conkling Isabelle Alice Burns Rev. Ernest Graham Guthrie Avon Street Apartments Baptist Home Public Library, City of Cam- bridge Mrs. Harriet A. Bakin L. D. Burnette Ashton-de Veer, Inc. C. B. Conklin William O. Barber R. R. Bayard Beach-Russ Co. Collins & Rankin Co. Barbers' Union Bay State Belting Co. Buff & Buff Manufacturing Co. Harry A. Cone Buckley O'Neill Co. Beacon Electric Co. Barker's Kandy Kitchen Bell-Rock Mfg. Co. George A. Collins S. S. Bell J. Dellinger Barney Beggs & Cobb Tanning Co. Charles W. Coleman Bryant & Ordway Co. Bell's Market Miss Florence E. Barrett Mrs. Mary Beauchamp Alfred G. Belluche John F. Bruton George A. Bemis Barry & Keyes Beaconsfield Hand Laundry T. Frederick Brunton Fred N. Bemiss Barry's Garage The Beacon Haberdasher Bender Shoe Co. Brown, Durrell Co. Freight Offices, B. & A. R. R. Passenger Station, B. & A. R.R. Rev. James L. Barton Stephen R. Bender Broude & Bagran Water Dept., Town of Canton Barton & Ellis Co. C. O. Bennett & Son Bennett, Merrill & Richardson Malcolm B. Cole Basco Switch-Service Station Boston Curb Exchange Adalian Bros., Inc. Cohen & Silverstein Bassett & McGlinchy "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 84121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 Boston Artificial Plant Co. 161 Acme Die-Casting Corporation 162 J. D. Cote 163 Bilodeau Ball Bearing Works 164 Boston Art Frame Mfg. Co. 165 Allith-Prouty Co. 166 Norman D. Cota 167 Cambridge Furniture Exchange 168 Franklin B. Booth 169 Misses H. A. & M. M. Brooks 170 Andrew D. Guthrie 171 Quintin N. Candy 172 Boot & Shoe Recorder Pub. Co. 173 B. G. Brooker & Co. 174 Copithorn Manufacturing Co. 175 A. & Y. Shoe Trimming Co. 176 C. H. Boothby 177 Alfred Brigham Co. 178 Harry K. Copithorn 179 A. J. Constantine 180 James Constanten 181 B. F. Cummings Co. 182 B. C. Cummings 183 John J. Crimmins 184 John H. Crimmings 185 Granville E. Crabtree, Phys. 186 J. F. & W. H. Gushing Co. 187 G. W. Cutting & Sons 188 Dr. H. F. Curtis 189 Matthew J. Darcey & Co. 190 Dalton Adding Machine Agency 191 M. J. Darcy 192 The Davidson Press 193 E. & A. Denker 194 E. F. De La Haye 195 N. G. Davison 196 Doubleday, Page & Co. 197 Donoghue's Express 198 David R. Donaldson 199 John M. Devine 200 Derby & Robinson V. & F. W. Filoon Temple H. Fay & Co. Howard S. Fahey Evens Brothers Garage J. Norman Francis Dr. Nathaniel Fuller Buckley Neil Fuller-Thurber Co. Gallup & Moody G. A. R. Hall, Post 40 G. & S. Tobacco Co. The Fisher-Churchill Co. Gay & Procter George P. Fogg Gilmour Rotliery & Co. Fogg's Garage Gilinore Detective Bureau Granville E. Foss, Jr. Glines Express Co. H. D. Foss & Co., Inc. A. Gliserman Dr. R. C. Gwin Katherine A. Good Ruth E. Doubleday Good's Riding School Herbert W. Duffle W. M. Gould William F. Duffy Gould & Cutler E. & W. Dress Mfg. Co. The Goulds Mfg. Co. Eaton-Snell Drug Co. C. A. Gray & Co. Eaton Square Cash Market EfFenson Bros. L. Grossman & Sons Efficiency Systems W. J. Grosvenor & Co. Elmwood Stables & Garage Co. "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 85Chart No. 2 For reporting practice work with Lesson 6 This chart is to be used after you have finished Lesson 6 and filed the cards as directed. Study the chart. Note that the markings on the tab of each guide are listed. A space to the right of each marking is provided for the recording of the numbers found on the cards. Consult each guide in order and record the cards as you find them, recording the card foremost first. That you may understand just how this report should be made the cards that you should have filed back of guide "Go" have been recorded for you. Keep this chart until directed to forward for correction. Allow the cards to remain in the file until corrected list is returned to you, then compare. Alphabetic Division Identification on Guide Numbers A______________________________^____________^______________ A1__________________ An __ B _ _____________ Bar_________ "Be " _ JBi______________ Bo__________ Br ___________________________________________________________________________________________________________________________________________ Bro ___________________ Bu _________ C____________________________________________ Ce _________________________ _ "Go! 487 60, 56, 44, 119, 115, 90, 86, 77, 81, 73, 64, 141, __ 140, 139, 135, 127, 123 _ Cr_____________________________________ D__________ De_______ Pi _______________ Dr ___________ E _____________________________________________ Em_____________________ E ____ El ~___ Er__________ G_______________________________________________________________________________________________________________________________________________________________________________ Gi_____________ Go_________________ Gr """" ~ ____________________ "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 87A Course in Correspondence Filing for Home Study Copyright 1921 by Library Bureau Lesson Seven Classes of Matter Filed Standard Alphabetic Correspondence Filing American Institute of Filing Owned and managed by Library Bureau Chicago 1921A Course in Correspondence Filing for Home Study Lesson Seven Classes of Matter Filed Standard Alphabetic Correspondence Filing American Institute of Filing Owned and managed by Library Bureau Chicago 1921Copyright 1921 by Library BureauOutline for Lesson 7 Classes of Matter Filed A Name Matter 1 S3^stems a Alphabetic b Numeric c L. B. Automatic d Geographic B Subjects 1 Systems a Alphabetic b Numeric c L. B. Automatic d Geographic C Principle of Alphabetic Filing D Standard or Plain Alphabetic System 1 Equipment a Guides b Folders 2 Notations E Advantages F Disadvantages G Questions H Answer Sheet for Questions "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 91Lesson 7 Classes of Matter Filed From the standpoint of tiling, all matter divides itself into two main classes: name and subject. Name Mailer It is possible to index and tile name matter under any one of the four methods illustrated and described in the following lessons. Only by a careful analysis of the organization, the matter filed and the reference re- quirements can the method best adapted to the needs of the user be determined. These four methods are: (1) The Alphabetic, in which the material is tiled by name or subject in strictly alphabetic ar- rangement. (2) The Numeric, in which the material is filed by consecutive numbers arbitrarily assigned to names or subjects. (3) The L. B. Automatic Index, a combination of the Alphabetic and Numeric methods, in which the material is tiled alphabetically by name or subject and safe-guarded by a numeric check. (4) The Geographic, in which the material is filed alphabetically behind state and town guides. Subjeel Matter In many offices reference to the matter by subject is of greater importance than reference by name. In this case papers should be indexed and tiled by subject. Subject matter may be indexed and filed under any of the methods illustrated and described, although the application of "Geographic Filing" to subject matter is infrequent. "A Course in Correspondence Filing for Home Study" Copyright 102.1. by Library Bureau 92Alphabetic Filing The Alphabetic system of filing by names of corre- spondent or subject provides a simple, logical method for correspondence filing. For certain classes of corre- spondence it possesses many desirable features. It is well adapted to small files consisting of one, two or three drawers; to files where the number of correspondents is small, but the volume of material heavy; or to files where it is essential to bring together all correspondence with different persons of the same surname. In files where direct name reference is required, with compli- cated foreign names predominating, the Alphabetic is recommended. Standard or Plain Alphabetic When this method was first introduced with the vertical file, straight-edge folders and fifth-cut alpha- betic guides were used. (Figure 24, also Samples 1 and 6.) Figure 24. An example of early Alphabetic Vertical Filing "A Course in Correspondence Filing for Home Study"' Copyright 1921 by Library Bureau 93A folder was assigned to each important correspondent or subject, the name being written on the back flap of the folder. These folders were then filed in alphabetic order behind the proper guides. To accommodate the miscellaneous correspondence, blue folders printed with the same alphabetic division as the guides were often used, one folder for each guide. During the past fewr years a number of improved alphabetic systems have been developed by various manufacturers, each with its own trade name. The prin- ciple, however, in most cases remains the same. Alphabetic guides are now made in sets varying in size from sets of ten guides to those with thousands of divisions of the alphabet. (See Figure 25.) Alphabetic divisions used in Standard and Direct systems 10 Division 3c bO-R ,D-F »S .A tAn „Bak 40 Division 6Co ,3G »D „Go .Ad ,Ap Bal 250 Division 3ai «Ar iBar .All #At iG-H 10T-Z (Br i0Di l6H eAm ioB ,Bau 500 Division ■A ,Ac 3Ad eAle nAn ,AII 8A1s 12And isAp i*At „Au i8B ,Bal 22Bam jsBar 26Baro 2,Bars 2«Bat 1000 Division B 42Bac 43Bad 16Baker, A 4,Baker, L 48Bal iiBan 52Bap a Bare 66Barr i7Barre asBarri eiBas 62Bat 63Batt 3000 Division ltir,B io;Babc losBac mBaco ,,2Bad njBae iG-H 10T-Z AI 10Ame isArm 3„Bak 25Barn 30Be n<;nr^ \— y-No. 3 | name. J.H.Baker \ ^ Y. & E. "Direct Name" Index "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 117There are both visible and invisible printings. The visible heading is printed in large type at the top of the tab. The invisible heading is printed in small type and is enclosed in () just below the main caption. It is used to indicate the last possible combination of letters that can be filed back of that guide. Numeric Feature Like the other alphabetic systems, a numeric fea- ture is used to check against misfiling and to speed up the refiling of folders. Each guide is numbered con- secutively.* This number is obtained from the index chart which is furnished to each user. The filing of folders is done by number: all folders numbered 25 are filed back of guide No. 25. The opera- tion is facilitated by the fact that guide tabs with odd numbers are in one row and those with even numbers in another. Index charts are furnished to be used in assigning numbers to the folders. Especially useful after transfer has been made and new folders are being written up for the entire file. Arrangement The tabs of all folders and guides are of the same hight. The folder tabs occupy the first and last posi- tions, while the guides with fifth-cut tabs alternate in the second and third positions. Thus the guide tabs do not in any way hide the folder tabs, which stand out prominently in the drawer. In many instances refer- ence is made directly to the folders without consulting the guides; hence the title "Direct Name System." Folders The front flap of all folders is cut down half an inch for the full width of the tab so as to permit a clear view of all tab printings, headings and addresses. Miscellaneous At the left of the drawer, in the first position, are the tabs of the miscellaneous folders. They are fifth- cut tabs, printed in red with the same numbering and alphabetic headings as the guides which precede them. The miscellaneous folder is placed at the end of the "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 118guide section, back of any individual folders which may be in that section. Individual Active correspondents are assigned individual tab folders, with a tab equal to two-fifth-cuts placed on the right end of the folder. Each individual folder shows on the tab the name of the correspondent and also the number of the guide back of which the folder is filed. There should be not more than ten individual folders back of a guide, and preferably less. Special Name Guides When correspondence with a firm is too heavy for one folder, a straight-edge pressboard guide with a flat metal label holder is inserted. This is preferably in the center position, although sometimes in the right end position. Back of it is put a set of monthly folders with twelfth-cut tabs staggered in twelve positions across the drawer. The use of the Special Name Guide is optional, as there are two-fifth-cut tabs on the one- twelfth-cut Monthly Folders, on which the correspond- ent's name and number are written — just like the in- dividual folders. Shaw-Walker "Ideal" Index Manufactured by the Shaw-Walker Co. This com- pany manufactures both card and filing supplies and a line of wood and steel cabinets. IP Booart Gag F6war Erua> Co. 9 Blakes lee's Exp.&Van Co. Q Big Creek Colliery Co. 7 BenneiisNew5pap€r&Mag. Agency Jo Bearaslea ChandlierMfg.Co. n icurTiiPtKir™ 4 Bangs&Keefer BARNETT Babcock rW/. A O-dAP-BAG GRAY Shaw-Walker "Ideal" Index "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 119Guides Gray pressboard is the standard guide stock, and it may be had in a medium weight of about 25 points thickness or in a heavy weight of about 30 points thickness. The tabs on the guides in the "Ideal" index are protected by a covering of transparent celluloid. For guides which may receive hard usage Shaw- Walker has produced a black japanned metal tip. The indexing is quickly changed by inserting a new label. Printings The headings on all Shaw-Walker alphabetic file guides are printed in two colors directly in the center of the tab. The first letter of each of the twenty-six main alphabetic subdivisions is printed in red, the rest of the heading being in black. For guide headings are mostly duplex printings on the same line, but some of them have only a single printing. There are both visible and invisible printings on nearly all tabs. The former are the main headings which first meet the eye and are printed in large type at the top of the tab. The latter represent possible but unusual combinations of letters and are therefore printed in small type just below the main caption. Numeric Feature The "Ideal" is both a numeric and an alphabetic index. The guide tabs are numbered on the right con- secutively from 1 up, according to the number of guides in the set. All folders are numbered to corre- spond with the guides so as to facilitate the quick re- turn of folders to the file. "You find by name and file by number." Arrangement The index guides with fifth-cut tabs alternate in the first two positions at the left. "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 120Folders M iscellaneous Miscellaneous or blue folders, with fifth-cut tabs, take up the center position. They are printed and num- bered in two colors exactly the same as the guides to which they belong. In these folders is placed all cor- respondence not of sufficient volume from one source io warrant a separate folder. They are filed at the end of their alphabetic section, just back of the individual folders. Individual Individual or name folders are used where there are sufficient letters from one person to warrant keep- ing separate. They have fifth-cut tabs, the same hight as the guides, and are always in plain sight in the last two positions at the right. For long names or titles, folders with a double width tab can be furnished. "Super-Ideal" Index Arrangement This is designed especially for filing systems where the correspondence with certain firms, individuals, branch offices, etc., is unusually large. The alphabetic guides and the miscellaneous fold- ers are the same as in the "Ideal." The individual folders have third-cut tabs in the center and right posi- tion, but they are all invisible. That is, the top of the folder tab comes just to the top of the body of the guide. The space to the right of the miscellaneous folders is occupied by special name and other classification guides to index the heavy correspondence. Large correspond- ence with any firm is separated into semi-annual, quarterly, bi-monthly, monthly, or even semi-monthly folders, depending upon the volume of matter. Their use does away with unwieldy accumulations of letters in the folders devoted to firms with whom there is much correspondence, and gives papers a very definite loca- tion. "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 121Globe-Wernicke "Safeguard" Index Manufactured and sold by the Globe-Wernicke Co. This company sells card and filing supplies, and both wood and steel filing cabinets. They are also one of the largest manufacturers of sectional bookcases. The arrangement of the guides and folders in the "Safeguard" Index is somewhat the same as the alpha- betic systems already described. Guides The standard guide stock in this system is 30-point gray pressboard. The guide tabs may be plain, celluloided or metal tip. Printings The headings for guides with either the plain or the celluloided tabs are printed in black directly on the tabs. The caption is sometimes single, but usually double, printed on one line. There are no invisible printings, and no exceptions from the normal alphabetic arrangement. When metal-tip guides are used the guide heading may be printed or written on a removable label which can be changed to meet any requirement. Numeric Feature This is a supplementary feature of the "Safeguard" system to be used when desired. In addition to the al- phabetic indexing a "location number" may be assigned to each guide, and of course the corresponding miscel- laneous folder carries the same number. The numbers are printed just to the right of the guide heading. They are assigned consecutively from 1 up, according to the number of guides in the set. The individual folders back of a guide are numbered the same as the guide, except that the number is placed at the left end of the tab just before the name, thus bringing the folder num- ber and the guide number close together for checking. When this feature is used it is better that each paper be marked with the number of the folder to which it be- longs. "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 122Arrangement The alphabetic guides, with sixth-cut tabs staggered in three consecutive positions, occupy all the space to the left of center and cannot interfere with the names written on the individual tab folders. Folders Miscellaneous The "Alphabetic Tab Folders" correspond to the miscellaneous folders of other alphabetic systems and are for letters and papers of a miscellaneous character. Partly to protect the folders, but more to reduce the number of tabs in sight and thus cause the guides to stand out, these folders are invisible, the top of the tab coming just above the body of the guide. They have red tabs, sixth-cut in the same three positions to the left of center as the guides, and printed in black with the same headings as the guides to which they belong. These folders are placed after the individual folders in each guide section. Individual When the correspondence of a firm or individual becomes of sufficient volume—five or six letters—it is removed from the miscellaneous folder and placed in an individual folder, called a "Right Tab Folder." These have a half-cut tab for the name of the correspondent. At the left end of the tab, on a line with the name, the folder may be numbered the same as the guide back of which it is filed. Special Names Matters relating to special subjects can be filed in colored folders, blue or red, with tab in the same posi- tion as that of the individual folder. Bellows folders for each month, with tabs staggered to show the tab printing, are used to subdivide heavy correspondence. "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 123Amberg Indexing Indexing equipment as furnished by the Amberg File and Index Co. may be Alphabetic by name, Geo- graphic, or Subject. Amberg also manufactures both wood and steel cabinets. ——tttan-june f^SSSSS Manilla Folders and Labe/s Amberg "Leader" Index Guides Material used for guides may be either red or gray genuine pressboard or manila. The tabs may be plain, metal-tip reinforced, or cel- luloided. In metal-tip reinforced tabs the metal reinforce- ment covers the top edge of the tab — the point of greatest wear — and extends well down the back of the guide. Printing The Index Divisions, Titles or Names used as guide headings are printed on labels which are pasted on the face of the tab. In case any change is desired, a new label may be pasted over the old one. The headings are printed regularly in black and may be "visible" or "hidden" or both. "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 124The "visible" headings are those combinations of letters which actually appear at the top of the label and are those combinations of most probable occurrence. Combinations on one tab may be printed single, double, triple or quadruple. Each Index heading is inclusive, i. e., the beginning and ending of the division covered by the heading being clearly indicated. The "hidden" printings are those printed in small type at the bottom of the label and represent possible, but most infrequent, combinations of letters. They are listed to show the correct place in a file in case a name with such a combination should occur. In addition there are certain "excepted" combina- tions of letters representing certain prominent common names like "Adams" or "American." When a name is of such importance as to cause unequal distribution in that Index division to which it normally belongs, this name is moved either forward or backward to be in- cluded in the next Index division and is printed in red in a "visible" position. When such an exception is made, the original Index division is marked with a red star at the right if the name has been moved back and at the left if it has been moved ahead. A prominent name is never ex- cepted unless necessary to equalize distribution. Sometimes two exceptions are made on the same Index and in that case there is a star for each exception. Numeric Check In the Amberg Index equipment there is a numeric check similar to that of other alphabetic systems. In the upper left corner of the label each guide is num- bered consecutively from 1 up, according to the number of guides in the set. As each folder back of a guide should bear the corresponding number, this feature can be used as a check to prevent misfiling, and as an aid to rapid refiling. Its chief use is to insure proper se- quence in the transfer when folders only are in the file. Arrangement Reading from left to right, the Amberg standard arrangement of guides is: "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 125(1) Title or special name guides with metal-tip re- inforced tab the width of two fifth-cut tabs, for important correspondents. (2) Alphabetic guides with fifth-cut tabs staggered in three positions from center to right. The Index Alphabetic Guides (2) are the control in finding wanted correspondence. In many business concerns it has been found that a large volume of correspondence will come from cer- tain firms or individuals. This correspondence is filed within the original Index division, but is separated out from that correspondence from other firms or indi- viduals which would be filed in the same division, by the use of Leader equipment. The size of the Leader guide set for any particular firm or individual depends entirely on the volume of correspondence to be filed. A Leader Set may file such correspondence semi-annually, quarterly, bi-monthly, monthly, semi-monthly, weekly or daily. Folders All folders are "invisible," that is, the top of the folder tab comes below the top of the body of the guide. The Index Guide Tab being the control, the Index division wanted is most readily located by use of the Index Guide, which location in turn immediately finds the folder location. Back of each Alphabetic guide is a miscellaneous folder indexed to exactly correspond with the guide. In these miscellaneous folders is placed the correspond- ence of those who write very infrequently. This folder is tabbed the first position of five cuts across. When it becomes desirable to individualize the cor- respondence of any firm or individual, such corre- spondence is placed in individual folders which are tabbed alternately with the second and third position combined of five cuts across, and the fourth and fifth position combined of five cuts across. The individual names may be either written directly on the tab of the folder or may be typed on a gummed label which is then pasted on the face of the tab. "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 126Questions The following questions are to be answered as nearly as possible from memory of what has been read and from the practice work just finished. However, if there is any doubt as to just what the answer should be, reference to the text should be made. In writing the answers, use the attached sheet. Do not repeat the questions. Simply write opposite the number corre- sponding to the question. Make the answers brief, but be sure they convey a full understanding of the ques- tions. When the answers are finished, keep the sheet until directed to forward. Please write plainly. Y. & E. "Direct Name" Index 1. From left to right, what is the relative arrangement of folder and guide tabs? 2. From front to back, what is the arrangement of folders and guides? 3. Are the tab printings single or double notation? 4. What are visible printings? invisible printings? 5. How are papers of very active correspondents handled? Shaw-Walker "Ideal" Index 1. From left to right, what is the relative arrangement of folder and guide tabs? 2. From front to back, what is the arrangement of folders and guides? 3. What special features may be noted in the tab printings? 4. What is the "Super-Ideal" Index? 5. Has this system a numeric check? Globe-Wernicke "Safeguard" Index 1. From left to right, what is the relative arrangement of folder and guide tabs? "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 1272. From front to back, what is the arrangement of folders and guides? 3. Describe the individual folder. 4. Describe the miscellaneous folder. 5. Are the tab printings single or double notation? Amberg "Leader" Index 1. What kind of guides are used in this system? 2. From left to right, what is the relative arrangement of folder and guide tabs? 3. From front to back, what is the arrangement of folders and guides? 4. What is the significance of a on a guide tab? 5. Are the tab printings single or double notation? "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 128Answers to questions covering Lesson 9 Other Alphabetic Methods of Correspondence Filing Y. & E. "Direct Name" Index 1. 2. 3. 4. 5. "A Course in Correspondence Filing for Home Study'' Copyright 1921 "by Library Bureau 1291. Shaw-Walker "Ideal" Index 2. 3. 4. 5 "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 130Globe-Wernicke "Safeguard" Index 1. 2. 4. 5. "A Course in Correspondence Filing for Honu; Study" Copyright 1921 by Library Bureau 1311. Amberg "Leader" Index 2. 3. 4. 5. Collect report charts and answer sheets for Lessons (5, 7 and 8 and fold with these sheets and place in one of the large addressed envelopes and mail for correction. Proceed with Lesson 10: "Numeric Correspondence Filing." Lesson 10 will be sent you upon receipt of the above. "A Course in Correspondence Filing for Home Study" Copyright 1921 by Library Bureau 132This book is a preservation facsimile produced for the University of Illinois, Urbana-Champaign. It is made in compliance with copyright law and produced on acid-free archival 60# book weight paper which meets the requirements of ANSI/NISO Z39.48-1992 (permanence of paper). Preservation facsimile printing and binding by Northern Micrographics Brookhaven Bindery La Crosse, Wisconsin 2015