Geographic Filing Procedures
OT 122
Chapter Six
Introduction
• Geographic Filing
– Records are sorted by location
Geographic Filing Procedures
• Step One – Inspecting
– Release mark!
• Step Two – Indexing
– Look for correspondent’s location 1st
• Step Three – Coding
– In this class’s ‘company’…
• We will code the location by circling the state and
writing ‘1’, circling the city and writing ‘2’, and then
coding the correspondent’s name.
Geographic Filing Procedures
• Step Four – Cross-Referencing
– Main, home or original branch is usually the most
important address
– Any others are cross-referenced
• Put a WAVY CIRCLE (?!?) around the state and city (with
corresponding ‘1’ and ‘2’), and the usual ‘X’ in the margin
– We will still cross-reference those that would be crossreferenced if we were filing alphabetically
• Step Five – Sorting
– Sort by state
• Step Six – Filing and Retrieval
– There are city specific folders within each state file, and a
general file for cities that don’t yet have their own folder
– In the general file, records are filed alphabetically by city
name
Check Your Understanding
• Do together as a class
• PREP FOR TOMORROW’S PROJECT!!!