157. Old Records

What to do with old records is one of the most trying questions for bankers in large cities. Vault space is very valuable and often cannot be had at any price. Books and other valuable records are frequently left in the cellar or open shelves, or in an unused room. There is great danger of fire and quite as much danger in having them exposed to prying individuals.

Sufficient vault space or fire-proof rooms should be provided so that all ledgers and books of original entry may be kept permanently. Other records, deposit slips, correspondence, etc., may be destroyed by fire after several years.

158. Acknowledging Receipt Of Remittances

If a large percentage of the remittances is received by mail, it will be worth while to establish an advising department under a competent head. This department should receive the letters from the mail department when convenient, and address postal cards and such regular letter forms as the letters warrant. Any unusual matter should be handled by an officer.

A specimen form of postal card for acknowledging receipt of cash remittances is shown in Figure 128 on page 273. A quantity of these cards should be printed and kept on hand.

Blank National Bank

New York City........................................19........

Your letter of the................................inst. has been received. We credit your account as follows:

Figure 128. Advice Card.

Mail Teller Checked by............................................................................................

Credited on statements........................................................................

Credited on ledger................................................................................

Advised by............................................................................................

............................................19........

Figure 129. Rubber Stamp For Record Of Posting, Etc.

Figure 129 on page 274 shows a useful form for a rubber stamp to be stamped on each letter received by the mail department. Each operation in connection with the letter should be initialed. The opening of the mail is usually done by one or two responsible men and any irregularities may be traced to them. The clerk who checks off the items should initial the letter as shown in Figure 69 on page 150. It is not practical to stamp the letters until after this is done. Subsequent work may be initialed in this form.

The advising department makes a very useful one in which to train young clerks. They should be sent out with items for collection in the afternoon. They will soon learn the names of the accounts and something of their value to the bank. Errors made by them quickly come to light and are very easily corrected.