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INTRODUCTION TO FILING
SYSTEM
Overview of Filing
System
What is file?
a)
A folder which contains reference number
and title in which letters are properly arranged.
(Savumthararaj. G ,2006)
b) An organized physical assembly (usually in a folder) of documents grouped
together for current use because they relate to the same
subject, activity or
transaction.
Note: a file is usually the basic unit within a record series.
c) A logical assembly of data stored within a computer system.
Note: In word-processing systems, it is the intellectual representation
of a physical document.
(AM 455-Pin.1/80)
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Chronology of Filing
System
System
A collection of interrelated
components that function together
to achieve some outcomes.
(Satzinger, Jackson & Burd, 2007)
Chronology of Filing
System
Filing System
Processes which involved classification,
arrangement, storage, control and indexing of
files for the purpose of retrieving when it is
needed
Chronology of Filing
System
THE DIAGRAM OF A FILING
SYSTEM
System
Input
Man
Money
Method
Machine
Process
Output
- Classification
- Arrangement
- Storage
- Control
Retrieve &
flow out files
to right man, right
file
at
Objective of Filing
System
3
ACTIVITIES
IN A FILING SYSTEM
Classificati
on
Arrangeme
nt
Movement
Storage
Retrieve
Importance of Filing
System
Proof (Black & White)
Reference
Acts/Controlling Tools
Communication Tools
Decision
Evaluation
Planning
Implementation
Memory
plan
Basic file
Plan
Good
Filing
System
establishes direction
and control
ensures that everyone
involved has a
common
understanding of
purpose and goals,
provides guidelines,
and identifies the
elements of a project.
PLANNING
Assign responsibility
Obtain support
Collect information: inventory records
Analyze records
Develop a filing system
Implement system
Train users
Monitor implementation, follow up and revi
se system
Assign Responsibility
Administrative
Every
When
everyon
e
understa
nd
help identify
specific problems
within the
present system
that must be
changed.
i.
ii.
4) Analyze Record
An analysis begins with a careful consideration of the following questions:
)
)
)
)
)
)
)
)
)
)
)
)
Within each individual record series, files are arranged in an order best
suited for rapid retrieval and disposition.
i.
ii.
Chronological
- A chronological system is most useful for records that are created and monitored on a
daily basis.
- Folders are arranged by sequential date order.
- Recommended that chronological filing be avoided. Retrieval can be slow and difficult
as
few people tend to remember dates accurately. The date of occurrence is rarely the
basis
for retrieval of information.
iii.
iv.
Numerical
- Used for files which have a preprinted number. Works best for records that
are assigned a number on creation, e.g., invoices and purchase requests.
Digit filing
- Uses an applied number to identify folders, e.g., social security number,
student number, patient number, budget number. Works best for record
series containing large numbers of records.
Implement System
arrangement
detailed procedures for the creation, maintenance, and purging of
files
procedures for the retrieval and re-filing of paper folders
staff duties and responsibilities
Written policies help ensure that the new system will be
understood by all and will succeed.
END
Q& A