154. Letter Files - Incoming Letters

The question as to how letters received from correspondents shall be filed, is quite a serious one. The very best filing scheme falls down at some point. The Library Bureau system, with its vertical, numerical features, possesses distinct advantages over some of the old methods; but even it has objections. Every correspondent must be numbered and every letter inserted must be numbered before it is placed in the files. This may be avoided, however, if very objectionable, by employing the same method and using alphabetical folders instead of numerical. The numerical system possesses the possibility of growing without disturbing all past business.

Special correpondence, such as inquiries regarding credits or statements in regard thereto, letters relating to securities held as custodian and correspondence regarding loans, should be retained and filed by the department interested.

The letter files are important and should never be used as a place to discourage undesirable clerks so that they will resign. The peculiar qualities necessary to make a good filing clerk are rarely found in a boy or man. A girl or woman if she thoroughly understands the filing business, will do far better work and keep the files in better shape. The letter files should be in a cage, the door of which is kept locked. No letters should be filed or removed except by the filing clerk. A memorandum slip should be inserted for every letter removed, or better, a receipt should be given to the clerk in charge.

155. Letter Files - Outgoing Letters

The press copy book has been superseded by the carbon copy of the letter and by the copying machines which take copies of letters on rolls of papers, afterwards cut up and filed with the letter of inquiry.

156. Check Files

Paid checks are always filed away in drawers with sliding cardboard partitions for each depositor, so that they may be delivered at a moment's notice when called for. It is also customary to cut the checks in some way so that they may not be sent through the work and paid again. Some machines simply cut a number of lines across the check. Others, of more modern type, cut out the word "paid," and the date on which payment was made. If the old cutters are used, it will be found worth while to stamp the checks on the face with the same legend including the date of payment.

There are a number of fire-proof check filing devices on the market, any one of which is suitable.

The question as to the person who should be responsible for the files, varies with the organization. In some banks, the bookkeepers are responsible for the filing of their own checks. This is not a commendable practice. It might be very convenient for the man who keeps the records, to retain a check or two, uncut, to cover up a defalcation. In banks where a private telephone switch-board is needed, with branches connecting the departments, the operator of the switchboard may be held responsible for the check files, if the wires are not too busy. If these two cannot be combined, a separate department should be established, with a competent person in charge.

The checks should be sent to him as soon as the proof is made, and from the moment of receipt till delivered or sent to the customer, should never leave his possession without receipt. Access to the files should be denied to all except the person in charge and his assistants.

This department may also be charged with the filing of deposit slips. Some banks file deposit slips in chronological order and others by depositors. The former is undoubtedly the easier method and is just as efficient. The Rand Company has an excellent binder for filing these slips in chronological order.