Unit 2: Correspondence Filing Flashcards
What is correspondence?
written communication
Who do companies need to correspond with internally, individuals, and government?
internal: offices,employees, individuals: clients/customers, government: regulatory agencies
Who do companies correspond with other businesses, organizations, and media?
other businesses: suppliers, outsource, collaborate, training, organizations: financial, charitable, shareholders,
media: press releases, quarterly reports
What types of documents are considered to be correspondence?
letters, resumes, memos, reference materials, faxes,
emails
What filed information might be used to determine order in which records are filed?
alphabetical (names), geographically (region), subject (company divisions, departments), numerically (phone and policy numbers)
What types of companies might use each of the filing systems?
alphabetical (school, doctor’s and casting office), geographically (retailer, broadcaster, automobile co.) , subject (Starbucks, Chapters), numerically (insurance, clinic, courier company)
what are 3 primary guides?
major alphabetic divisions, placed before other guides, folders
What are 3 individual folders?
correspondence to/from company, significant volume of correspondence, order is reverse chronological
What are 3 miscellaneous folders?
correspondence to/from companies, etc. minimal volume of correspondence, arranged alphabetically (entities grouped), reverse chronologically (most recent first)
What are the file naming guidelines?
unique, brief (as possible), grouped by category, contain identifying documentation, use “shortcuts”/pointers
labour costs of lost files
locate-$120, replace-$250-replace
Non-labour costs
lost credibility and customer confidence
Describe a file out card.
size of a file folder, acts as a placeholder
reference tracking information-taken by, number or name, date
When do you need a dedicated folder for correspondence?
how frequently you use it, and how often you expect correspondence
When do you add folder #2?
2.5 cm (or 1 inch) warrants a new folder
what 4 questions should you ask yourself about keeping or discarding?
Will I need this again? Is this the only copy? Am I the official keeper of this file? Do I need the entire document?
What should you consider when keeping or discarding files?
nature of records, legal restrictions, value of records to your business: high-tax and financial records, low-active projects, upon completed, digitize or move offsite
How long do you keep records for medical or legal?
medical: 16 years (age 19 +16 years)
legal: 10+years
What business records should be kept permanently?
charters, copyrights, patents, trademarks, vendor’s contracts
Name files to retain for 1 week, 3 months, and 5 yrs.
1 week or less: pay stubs, 1 week: ATM receipts, 3 months: statements: bank, credit card, investment documents, utility bills, 5 yrs: insurance: medical, home
retention guidelines for files 7 years to 10 years.
7 yrs: tax returns, income/expense(property), 10 yrs: home repairs- income related docs, 10+yrs: mortgage documents, expiration/death- warranty documents
retention guidelines: personal forever
-academic record documents, marriage, divorce, birth, citizenship
archiving guidelines-advantages and disadvantages
keep offsite: accessible, secure-good, cost factors-bad
recycle: environmentally friendly, simple-good, secure-bad, shred: secure/environmentally friendly-good, cost: time consuming or extra money, bad
what is ideal time for filing?
-focused task, uninterrupted if possible, small batches throughout day (before lunch, end of day), find your productive time
why do you need to cross reference correspondence?
remind, direct, and reduce duplicates
How do you handle incoming mail on another company’s letterhead?
date (rec’d) stamp, sort for distribution, distribute, release for filing, file
How do you handle outgoing mail on another company’s letterhead?
file a copy
What does I.I.C.S.F. stand for?
Inspect Index, Code, Sort, File
How do you inspect and index incoming mail?
-inspect by released or return, index by letterhead.
no letterhead: use signature
How do you inspect and index outgoing mail?
inspect by filing or logging, index by checking inside address, company or person’s name
How do you file documents in individual or miscellaneous folders?
individual: date and recent on top, misc. alphabetically, group if more than one document, most recent on top
