The Indianapolis journal., 1903-03-22
NEW USE FOR SHORTHAND
Brooklyn Eagle.

Brooklyn Eagle.
Shorthand has been applied to a new use
in Secretary Cortelyou's methods of busi-
ness. He was for many years a writer OF
the Munson system and was at one time a
teacher of its principles. In the Postoffice
Department he began it's use to save time
in brief memoranda TO his assistant regard
ing the disposition of papers. The expert
ment resulted satisfactorily and the plan
was so convenient and economical that
Mr.. Cortelyou continued and enlarged upon
II In the executive Office. The stenographers
there are all familiar with the Pitmanic
system of shorthand, of which Munson's is
one. A few words in shorthand on one of
the upper corners Of letter are sufficient
to indicate the nature of the treatment il
is to receive. and by practice each member
OF the staff has become proficient in read
ing the notes Of others as well as i'm pre-
pairing in suitable form from the word or
two of instructions any letter that is to be
drawn up. Dictation has therefore been
reduced to a minimum and the time needed
for the construction of letters Is spent by
the clerks instead of by the busy secre-
larger duties. The President, for instance.
may say upon reading letter, Cant CO."
Inese words are noted on a corner of the
When the secretary returns TO his own
Office he passes most of the pile Of mail over
TO one of the assistant secretaries. who
after cleaning from IL such matters as re-
quire his personal attention sends the re-
mainder to the chief clerk of the office
This official has immediate supervision OF
the stenographers and distributes the let
ters among them.
Later in the day there come to his desk
sundry groups of neatly typewriter let
defs sach with an envelope ad
looks them over and returns TO the stenog-
raphers any In need of correction or such
changes as he thinks advisable. and upon
receipt of the finished product he submits
TO the secretary those requiring the latter's
Judgment. After going through this process
the communication specified above reaches
the secretary, with the reply attached IL
immediate action is necessary a small red
tag is attached to the case by a paper fas-
tener. This conspicuous mark is notice to
every employe into whose hands the docu-
ment comes that IL Is TO take precedence Of
all other matters.
To keep track Of important papers for
which inquiry may be made every paper
that goes out of the Office in any manner
other than that already outlined for the
mail which should have been addressed to
the departments is briefly described I'm
typewriting a card. which is the same
size the paper itself would be when pre-
pared for filing. and which is then placed I'm
the files. This card. prepared by the stem
ographer who frames the note of transmit
tai, not only describes the paper. but notes
the action taken, and thus affords an excel
lent means of tracing the original docu-
ment.
Communications by telegraph receive SIM
liar careful and thorough attention. and the
extent of this branch OF the Presidents
correspondence Is indicated by the fact that
three expert operators are constantly en-
ployed during the day and one at night.
The filing Of the office, instead of being
largely a question OF waste baskets and
crude pigeon holes. as was once the case.
now occupies the time OF one clerk who Is
authorized TO destroy such communications
as are worthless. but who saves ANYTHING
the destruction of which might cause waste
OF time or just complaint later on Core
spondence which is likely TO be called for
ters which. IL called for at all. will prob
ably be designated by the names OF the
writer's. are placed In envelopes on which
brief descriptions OF the contents are writ
ten by way OF index and then filed alpha
betically In convenient modern filing cases.
of time. If there is doubt in any particular
case OF the sufiiciency of this means. one
or more cross-reference cards made and
filed SO as TO provide all practicable clews
TO the letters whereabouts.
When an engagement is made by letter.
day and hour determined upon and the
nature OF the errand Is sent 10 the secre-
tarys room. where IL Is entered In a suita-
ble memorandum book. from which early
each morning a clerk makes four copies OF
the list Of the days engagements-for the
doorkeeper and the chief usher stationed
at the front entrance TO the White House).
Engagements for that day made after the
list has been prepared are communicated at
once 10 the doorkeeper and the chief USHER
and are by them added TO the hsts-