Name Higgins & Bartwell..

Address 18 Spruce St., New York

See also Bates Mfg. Co.

See also Edw. L. Clemons...

File Number 351

FIG. 7

While the compartments in the letter file are arranged numerically, the cards in the card-index file are arranged alphabetically. There will be as many drawers of the card-index file as the extent of the correspondence calls for. If more than one, each will be assigned a certain portion of the names or subjects indexed, and will be lettered accordingly. Each drawer is divided into

sections by projecting colored guide cards. The guide cards are lettered according to their alphabetical position, and indicate the location of the card desired. For illustration, back of the guide card "Bol-Bor" will be found all names beginning with Bol, Bom, Bon, etc., to Bor. Figure 8 illustrates the separate card-index file for indexing correspondence.

Topic-card Index. The circumstances of a business may require that a topic, or subject, index supplement the name index. An index card is then prepared for each topic under discussion, and listed upon that card are to be found the names of the various individuals whose letters contribute anything bearing upon that subject. It sometimes even happens that the nature of a business may make the various topics under consideration of greater importance as a means of classification and systemization than the names of different correspondents, since the paramount requirement is the power of turning at once to all letters on the same subject. In such a case, each topic is assigned a separate compartment and given its own file number. All correspondents contributing anything upon that topic are then given the file number of that single topic compartment in which all their letters collectively are placed.

In other words, if the classification and grouping is by topics alone, the letters of all contributors to a given topic, as they are received, are assembled and kept together in the compartment of that topic; while, if the classification and grouping is accord

ing to the names of the writers, it is also possible to supplement the name index by an incidental topic-card index, each topic Icard of which contains the name and file number of each correspondent in whose compartment are letters bearing upon that topic. By means of such supplementary topic cards, all such

letters may easily be assembled, whenever needed for reference. Figure 9 illustrates a topic-index card of the latter sort.

So it is seen that the index cards, however classified or arranged, refer directly by a file number to some compartment of the letter file which is the principal source of information upon any given topic, and at the same time they may be so constructed as to contain references to all other sources of information upon this same topic.

Permanent Letter Files. - As the compartments in the letter files fill, it becomes necessary to transfer letters to permanent files or to transfer cases. The frequency with which letters are transferred to permanent receptacles depends wholly upon the number received in a given time. Some houses make transfers every month, others twice a year, others still not more than once a year; and others transfer from each drawer whenever it becomes full. In making a transfer two things are essential: first, letters of a recent date must be left in the temporary file, since they may be needed for occasional reference; second, some adequate record of the transfer must be left in the temporary file. Such record should show what period of time and what correspondents have been embraced in the transfer, and there should also be a very definite reference, usually by number, to the case or file to which the transfer has been made.

Duplicating. — In discussing the subjects of filing and indexing, it has been assumed that copies of replies are to be filed with the original letters, thus keeping for reference a complete record in one place. This plan is rapidly growing in favor in large offices, although the old-style tissue letter book, in which copies of all letters sent out are preserved in chronological order, is still in use very extensively. The advantage of having a copy of the reply filed with a letter is obvious. Oftentimes one can be rightly interpreted only in connection with the other, and much time and trouble is saved by having both in one pocket. Some concerns make carbon copies of replies on the backs of the original letters. This plan prevents their becoming separated, but its disadvantages, perhaps, outweigh the single point in its favor.

XIV.

I.

Ia.

Ib.

2.

CORRESPONDENCE FOR PRACTICE

THE following extract, covering in part the month of January, 1905, has been taken from the personal business narrative of Nelson Field, 342 So. Salina St., Syracuse, N. Y. Before attempting to write any of the letters called for by the facts of this record, the student should read the entire narrative as a whole. For, as no business proceeding can be fully understood, except in connection with previous related transactions, so a single letter is often but a short chapter in a continued story. Isolated letters can not, therefore, be well written, unless we understand, at least to some slight degree, the kind of transaction usually involved under given circumstances, together with the general policy of a proprietor or manager in regard to his business.

Jan. 2, 1905

The general mercantile business of Baker & Edwards has this day been purchased by me. I undertake to collect all outstanding accounts, and I agree to assume all liabilities of the old firm. On taking an inventory and preparing for Bradstreet a financial statement, I find my assets and assumed liabilities to be as follows:

$ 8000.00

3.

Cash in The Commonwealth Bank, .

3a.

H. B. Joseph's 30-day note, dated Dec. 8, 1904, indorsed
by A. L. Burleigh, 135 Spruce St., New York,
Book accounts considered good, per "Schedule A,”
Book accounts considered doubtful, per "Schedule B,”
Stock of goods on hand-dry goods, shoes, furniture,

I 200.00 7500.00 3200.00

Bills Payable

Three months' note in favor of E. G. Hildreth, dated

Oct. 15, 1904, with interest at 5% per annum, Book accounts payable, falling due in January, 1905,

Mortgage Payable —

A chattel mortgage given by Baker & Edwards as security for the payment of $19,000.00 with interest at 6%, dated July 1, 1904,

Interest accrued on the above mortgage, 6 months at 6%

Total Liabilities,

$1000.00

9700.00

19,000.00

570.00 $30,270.00

Jan. 3

I have advertised in the Syracuse "Herald" for experienced saleswomen, a credit man, and an assistant bookkeeper.

I have ordered of H. B. Claflin & Co., 331 Broadway, New York, 1000 yd. Linoleum at 45; 500 yd. Moquette at $1.40.

Jan. 4

By means of a circular letter I begin advertising the new business. In it is a brief outline of the policy of the "Field Store," together with an announcement of an opening sale to begin Saturday next. Full particulars of the sale will be published in the morning papers Friday and Saturday, which I have asked the public to consult.

I have ordered by letter of Lord & Taylor, Broadway and 18th St., New York, 300 yd. Ingrain at 55; 200 yd. Wilton at $1.30; 265 yd. oilcloth at 30%.

In a letter to H. E. Smith & Co., shoe manufacturers, Brockton, Mass., I inform them that I have succeeded Baker & Edwards in business, and ask for a running account with them on their usual terms. I give Bradstreet's agency and The Commonwealth Bank as references.

Jan. 5

In response to my advertisement for a bookkeeper and a credit man, I have received many letters. I have written John Buchanan, Utica, N. Y., who is an applicant for the

4.

4a.

5.

5a.

6.

7.

7a.

8.

9.