The department that develops a vacancy must first complete a job vacancy form, which it forwards to my department. We then advertise for the position and, with the help of the requesting department, interview applicants. When the vacancy is filled, the HR Department prepares a position hiring form (PHF) in triplicate. We file the first copy in a manual file, which is organized by employee Social Security number. We staple the third copy to the job vacancy form and return it to the Requesting Department, where clerks file it alphabetically by employee last name.