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Efficient Alphabetic Filing System for Organized Correspondence Management

Learn about the advantages and disadvantages of alphabetic storage and the steps involved in correspondence filing, including inspecting, indexing, coding, cross-referencing, sorting, and storing. This method facilitates direct access and standardizes filing practices but can lead to misfiling and confusion with similar names.

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Efficient Alphabetic Filing System for Organized Correspondence Management

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  1. Correspondence Filing AOS 155 Chapter 5

  2. Alphabetic Storage • Advantages • Direct access filing method • Numbers before digits • Simple and standardized • Related records grouped together

  3. Disadvantages • Misfiling easy • Similar names can cause confusion • Names easily visible • Related records with different names filed in different places

  4. Steps in Correspondence Filing • Inspect • Index • Code • Cross-reference • Sort • Store

  5. Inspecting • Record is ready to be stored • Any action completed or scheduled • Release mark is present • Date/time stamp is not a release mark

  6. Indexing • Select the name to file under • Incoming • By name in letterhead • Writer’s location or business connection • Name in signature line • Company name • Outgoing • Letter address name • Business name • Writers’ name if personal

  7. Coding • Marking filing segments • Use colors, slashes, numbers, to distinguish • Example on page 121

  8. Cross-Reference • Use sheet with information. • Example page 121.

  9. Sorting and Storage • Sort alphabetically • Store • Remove paper clips • Staple if necessary • Mend torn records • Unfold

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