104
FILE INDEXING.
Docketing procedure.
271. When a new file is to be raised, the clerical section should be informed either by the section officer or by the registry, who will mark on the document to be filed the letters "N.S." (new subject). The senior assistant in the clerical section should complete a draft file docket using a form as Appendix T printed on face only. He should complete the draft as follows:
(1) Short subject title-This should not exceed ten words, e.g. Hospital
charges for civilian staff of fighting services.
(2) Precis-This should not exceed twenty words, e.g. Charges to be agreed
with Navy, Army and Air Force.
(3) Sub-headings-These should be single key words to assist identification
of the file and should not exceed five words, e.g.
(1) Hospital Charges.
(2) Navy.
(3) Army.
(4) Air Force.
272. The draft docket should be sent to the registry transit clerk who should:
(1) endorse the docket with the next registered file number,
(2) insert the relevant file number or file numbers of connected papers,
(3) send the draft docket to the typist to prepare (in one typing operation) sufficient copies for the indexes. In the example quoted above five copies will be required, namely one for the numerical index and four for the alphabetical indexes.
Numerical & alphabetical indexes.
273. On receipt of the typed dockets the registry should attach them to the respective loose leaf binders to form numerical and alphabetical indexes. The draft docket should be returned to the clerical section. The section clerk should then pre- pare a new file cover, attach the document and retain the draft docket for future reference.
Note: (1) The first or top copy docket should be typed on a docket printed both sides as Appendices T. and U., the duplicate and subsequent copies should be typed on.a form as Appendix T, printed on face only.
Action slips attached to files.
274. The practice of clerks in charge of registries attaching slips of paper to file covers indicating action, should be abolished.
Nominal indexes.
275. Some registries prefer to keep a card index of some letters received and despatched to facilitate file searching. Where this record is considered essential the card index should be abolished and an off-cut manuscript book used, to record in alphabetical order of name, the name, date and file number only of those letters.
Visible edge indexes.
276. It is recommended that card or visible edge indexes used as nominal or file indexes should be abolished for these purposes.
Use of guide cards.
277. It is recommended that guide cards should be used in all filing cabinets to facilitate searching.