(a) General correspondence shall be filed by subject matter in accordance with the following decimal system [see Appendix S-3 for decimal filing system alphabetical listing]. As a minimum, files will be maintained on the basis of the major categories (1000 series), i.e., administration, personnel, etc. Further refinement of these categories is at the discretion of the authority based on the volume of correspondence handled. Such refinement, however, should be in accordance with the decimal breakdown provided below. Within each subject, correspondence should be arranged chronologically according to date with the most recent date being placed on top.

(b) In the event that the authority's filing system does not include the particular code number designated on incoming correspondence, that correspondence shall be filed under the first code number in use by the authority which encompasses the designated code number. As an example, correspondence having an inactive code number of 1420 would be filed under 1400 if in use by the authority or under 1000-1999 if 1400 was not in use by the authority.

(c) All correspondence initiated by the authority will show coded file number under subject reference.