文秘英语unit 3

Rule 3: file in terms of surnames Example: Donkor, SJ Nkomo, PS Rule 4: Where there are tow surnames, file under the first surname example: Moloena & Kumalo
register
Date stamp
Date stamp documents so that they are filed in chronological order or have a record of when we received the documents
Filing system
locations
Sales data
Chronological:
by date, used esp. for temporary filing and tickler or reminder files
Alphabetic filing rules






Rule 1: File by name in terms of the first letter example: ABC Company Linda’s Café Rule 2: if the first letters are the same, file in terms of the second letter example: Clarence Curnow Cyril
Vertical filing system
Upright and side by side
2. Types of filing systems (p. 49)
Alphabetic:
The sequences of letters in alphabet Names of individuals, firms, etc.
Be good to cooperation
1.2 How important is a good filing system

C) What’s more, a secretary’s sound filing system helps to establish a favorable image of the organization, which may enhance the clients’ confidence and willingness to cooperate with the corporation. On the contrary, a messy filing may result in a possible loss of business.

Subject/category
Correspondence Financial report Employee assessment Attendance record Meetings Staff training Job Applicants

subcategory
Name
of the file or document Who borrowed the file or document When they borrowed it When they returned it
OUT NAME
FILE
DATE TAKEN OUT
DATE RETURNED

Байду номын сангаас
accessibility
Easily retrieved Frequently used— at hand Often used-- Rarely used--- top and bottom

Horizontal

& vertical
Horizontal filing system Flat and on top of one another Large size documents like maps, blueprints, plans
1.4 two essential qualities of a good filing system

Reliability Accessibility
reliability
Accurate Up-to-date Remove the out-dated files regularly
Raise work efficiency
1.2 How important is a good filing system

b) It also helps other people who should be able to access information to do so easily. It is always a pleasure when someone looks for something and is able to find it without difficulties.
Punch
Filing cabinet Name tab Index label Cross-reference slip Out card invoice
发票，发货单
A cross-reference (noun) is an instance within a document which refers to related or synonymous information elsewhere, usually within the same work.
Filing system
1. Introduction
1.1 What does filing mean? Filing is a method of storing papers to provide an essential record of past transaction. It means keeping documents in a safe place and being able to find them easily and quickly.
Numeric:
A code number policy number, product number, patient billing number, customer account number, club member number
Subject:
Topic, category
Geographic:
Contribute to business success
1.3 What do we file? We file documents that are sent to us by other people or organizations. We also file records of all our organizational activities. These can be letters/correspondence, memos, reports, financial records, policy documents, notes of important interviews, decisions at meetings, telephone messages and any other matters needed to make it complete as a record of information. etc. We need to keep these documents for future reference.
Unit 3
Filing
Word Bank
Folder
clip
文件夹
曲别针, 夹子 大头针, 别针 用钉书机订 打孔机 文件柜 名称标签 索引标签 相互参照条 借出卡 Name tab 同一书籍、目录、索引中的）相互参照， 互见；相互参照条目 Index label punch
Clip
Pin Staple (stapler)
folders
Keep loose documents together
Clip folder
Keep documents that need to be taken out very often, hold tightly, will not fall out
Suspension folder
Correspondence correspondence with Board correspondence with members correspondence with other organiztions

tips


1. type replies on the back of incoming letters, thus saving not only filing space but also stationery. 2. avoid saving unnecessary documents (e.g. duplicates) 3. regularly remove temporary papers and transfer them to the archives of papers no longer in current use 3. microfilming archive material where records must be kept for long periods 4. follow a consistent method for naming the files and folders 5. organize files by dates. In corporate a date into the file name. This will help you determine which is the most recent one
Box file
Filing cabinet
Keep flat or suspension files
Steel cabinet
Lock up
Filing shelves
To keep box files
Out cards are used in a filing cabinet. They are the same size as the files and are put in the place of the file, which has been borrowed. On the out card we write the information as follows:
Documents that are cared for will not easily tear (vi. become torn), get lost or dirty.
1.2 How important is a good filing system
a) A filing system helps you to be organized, systematic, efficient and transparent. Unless files are quickly and easily available, it can hold up the work of a company and lead to frustration and annoyance.
Out card
Name tab
Index label
An index book can also help us to find files. The name of each file can be written on the page with that letter. For example: The MINUTES file is written on the M page. Then we can write where that file is: “MINUTES - filing cabinet 1 drawer 2”