CARD FILING

Cards are now used for many purposes, from the simple listing of names and addresses to active ledger accounts. The card system eliminates all the disadvantages of the bound book, and though it is possible to lose or destroy a card, this contingency is so small as to be outweighed by all of the most positive advantages of the card system. A card system that is much used is not economical of labor, however, if placed in a cabinet, and especially is this true of labor if there is much writing to do on the card, for it is then necessary to pull out the drawer (sometimes this requires the operator to stand up) withdraw the card, make the written entry, and replace the card and the drawer. In one case that came under my observation, each clerk was compelled, during the course of her daily work, to handle 3,600 pounds of cards and drawers—a physical effort far too great for any woman office worker. For this kind of work, the so-called tub, or card record deskshown in Figure 39-is much to be preferred where there are a large number of cards to be handled by one person-see also Figure 40. With these desks it is only necessary for a clerk to remove a single card for writing instead of an entire drawer and the contrast between 20 to 30 grains, and 6 to 10 pounds' weight is very appreciable.

VISIBLE CARD-INDEX SYSTEMS

Of late years there has been a very great increase in the use of one or other of the so-called visible systems for card records.

The basis of all these systems is that the name on the card is placed in such a manner that it may be read without removing the card. This is accomplished by fastening each card to a holder of some sort, so that each card projects the width of one line beyond the other. In cases where the name only is required, such as in indexes, only

single strips of paper just large enough to contain the name are used.

In one type-see Figure 50-the card itself is cut in such a manner that the cut portion may be fastened on a projection or in a slot. In another type, paper pockets are provided, with celluloid tips into which the cards are placed-see Figure 51.

Various types of containers are used for visible card systems. One consists of a revolving stand on which panels are carried, each of which contains 100 or so names or cards. This type is illustrated in Figure 52. It is not to be recommended if much writing is to be done. upon the card, as it is difficult to write on material standing in a vertical position.

There are also panels arranged in book fashion. Upon these it is possible to write more easily than on the revolving stand.

Where there is much writing, however, a type of container should preferably be used in which the card can either be removed and replaced readily, or the panel is in a horizontal position and within easy writing distance.

For small systems, requiring one or two panels only, there are containers which fold up in the manner of a book and which can be placed in a convenient position upon the desk.

PRINCIPLES GOVERNING THE USE OF VISIBLE

AND NON-VISIBLE SYSTEMS

The makers of visible systems are very active in pushing the sale of their products, and the office manager is often at a loss to determine just where the visible system will prove better than the non-visible.

First, it must be noted that the physical requirement of

Figure 51: Visible index card

Figure 52: Revolving stand for visible indexes

consists of the following cycle of unit

1. Locate card.

2. Read information.

overlapping cards in the visible sys

tem requires more space than the same number of cards properly guided in a drawer. But this may or may not be an important element. Second, visible equipment costs more than nonvisible. This also

may or may not be important.

All card work operations:

(a) In some kinds of work it is only necessary to read the information.

(b) In other kinds, it is necessary to first read and then withdraw card.

(c In some kinds of visible systems it is not necessary to withdraw the card.

3. Withdraw card or tray of visible records.

4. Make notation on card-sometimes omitted as stated in 2 (a).

5. Return card to tray.

Time studies have shown that it is possible to locate cards (operation one) by the visible system, in about onefourth the time necessary for the non-visible, but this factor also depends upon the space covered by the complete number of cards operated upon by one person.

It requires just as much time to make a notation on a visible record card (and sometimes longer on account of

its awkward position for writing) as it does on the nonvisible system.

The solution of the problem, therefore, depends not upon the relative time required for one unit, but that required for all of the units in the operation, and this in turn depends upon the number of cards that can be handled by one person, or the activity of the cards. For example, if the list contains 50,000 cards, on which there are but 500 entries to be made in one day, and 500 entries constitute a day's work for one person, it is obvious that these cards should be placed in a position so that they could be handled by one person. If, however, there were 1,000 entries to be made in a day, and conditions remained the same, the list would have to be divided between two persons. But, if on account of the space to be covered, one person could not normally handle 500 entries on the visible system, no matter how quickly the names could be located when the clerk was on the spot, the visible system would require more labor.

Therefore, in making his decision, it is necessary that the office manager should get the following facts:

1. How many entries are there to be made in a day? 2. How many cards or names in the entire list?

3. How much space will be required with each system? 4. How many names will be easily accessible to one person?

5. What is the complete operation time per entry with each system?

6. What is the cost of equipment in each system?

7. What is the cost of supplies in each system? 8. What is the cost of labor with each system?

Armed with this information he can easily make his decision, independent of the persuasive arguments of the salesmen for either device, and his decision will be correct-if he has correctly gathered his facts.