302. The arrangement of correspondence, etc., is a matter upon which opinion differs, but except for general correspondence, which may be filed alphabetically in folders—one or more folders as required being devoted to each letter of the alphabet—it is generally found that a classified arrangement is to be preferred. Even in the alphabetical folders an expansible number should be given to each folder in order that it may be indexed briefly and clearly. For the classification of correspondence several schemes have been devised; that, for example, in the latest edition of Dewey’s Decimal Classification is full, flexible and practical; and perhaps that which is most used is L. Stanley Jast’s Decimal Classification of Library Economy and Office Papers, 1906 (revised 1907). The main divisions, a subdivision, and a section of the complete tables will enable us to illustrate its use (see [p. 284]).
| Main Divisions. | Main Sub-Divisions. | Section of Complete Tables. | |||
|---|---|---|---|---|---|
| 0 | General. | 4 | Government and Service. | 42 | Committee. Trustees. |
| 01 | Librarian. Personal. | 41 | Council. | 421 | Election. Co-opted Members. |
| 1 | Legislation. Founding. Classes of Libraries. | 42-3 | Committee. | 422 | Powers. |
| 2 | Extension work. | 44-5 | Staff. | 423 | Standing Orders. |
| 3 | Building. | 46 | Rules and regulations for readers. | 424 | Chairman. |
| 4 | Government and Service. | 47 | 4243 | Matters to be submitted to Chairman. | |
| 5 | Executive. | 48 | Relations with other Corporation Committees. | 4245 | Vice-Chairman. |
| 6 | Accession. Description. Conservation. | 49 | Relations with other Corporation Departments. | 425 | Clerk. |
| 7 | Departments. | 426 | Minutes. | ||
| 8 | Publications. | 5 | Executive. | 427 | Notices of Meeting. |
| 9 | Other. | 51-2 | Finance. | 428 | Agenda. Notices of Motion. |
| 53 | Stationery. Supplies. | 4285 | Attendances. | ||
| 54 | 429 | Next Meeting. | |||
| 55 | Communication. Correspondence. | 4291 | Reports. Returns. | ||
| 56-8 | Office. | 4292 | Periodical (fortnightly, monthly, or quarterly). | ||
| 59 | 4294 | Annual. | |||
| 4295 | Next Annual. | ||||
| 4296 | Special. | ||||
| 43 | Sub-Committees. | ||||
| 431 | Finance. | ||||
| 432 | Officers. | ||||
| 433 | Books. | ||||
| etc. etc. | |||||
Fig. 115a.—A Specimen of the Jast Classification of Library Economy ([Sections 302]-[03]).
303.
303. Everything that comes into the library or goes out of it, except the actual books, will fit into such a classification, and may be numbered and indexed by it. All correspondence is marked boldly with the number of the division to which it belongs, and is filed in the folders which bear the number. The folders are numbered on the projecting edge of the broader flap, as shown in [Fig. 114], and are arranged numerically according to the notation order. It may be objected that this method separates letters from one correspondent who may write at various times or on various subjects; but experience proves that except in few cases, such as are provided for under 55, where general correspondence is arranged alphabetically under the names of the writers, the questions the file is required to answer are not answered in terms of names of correspondents; moreover, the alphabetical name index, which is an indispensable accompaniment of the method, brings together all references to letters from any given correspondent. The index should be on cards, and should give the name and address of the correspondent, the classification number of the subject, and the dates of the letters received or dispatched (see [Fig. 116]).
Not only does this index serve as a key to the correspondence file ([Section 302]); it may contain, without prejudice to its value, all addresses which the librarian deems it expedient to keep, with telephone numbers, telegraphic addresses, and cable codes where necessary.
It will be obvious that a classified file of this kind will accommodate all other documents and lists—book-lists, reports made on subjects or departments, minutes, and in fact any miscellaneous papers whatsoever.