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Files Management

Files Management. Files management - ensures control at the file level. Files management ensures that records relating to a specific activity or subject are securely maintained together in one file. This enables effective decision making and also ensures that the sequence of actions

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Files Management

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  1. Files Management Fe Angela M. Verzosa

  2. Files management - ensures control at the file level • Files management ensures that records relating to a specific activity or subject are securely maintained together in one file. • This enables effective decision making and also ensures that the sequence of actions • can be reconstructed, that is what happened, when, who did it, why. Fe Angela M. Verzosa

  3. Files management • Filing involves • Arranging records according to a simple, logical system • Placing records in a storage container in correct sequence • Retrieving the records so that they can be used Fe Angela M. Verzosa

  4. good filing systems… • contain complete and comprehensive files thereby enabling effective decision making • provide integrity and continuity regardless of changes in personnel • facilitate protection and preservation of records • provide low cost and efficient maintenance of records • reduce the possibility of misfiling and reduce duplication • mean less time spent searching for files and documents Fe Angela M. Verzosa

  5. Files management Filing systems Filing Rules Files Equipment Computer Applications Fe Angela M. Verzosa

  6. Filing systems • provide only the • mechanical structure • for arranging records. • inadequacies of filing stem • from human failing, not • system failure. • most suitable system should • be applied to a particular • type of record, uniformly. Fe Angela M. Verzosa

  7. CRITERIA of a good filing system… • Simplicity • Flexibility / Expansibility • Adaptability Fe Angela M. Verzosa

  8. Filing methods • numerical • alphabetic • functional • geographic • form • chronologic Fe Angela M. Verzosa

  9. Numerical System • File units are placed in numerical sequence • Originated from the registry system, used particularly in accessioning correspondences. • Unsuited to handling name files. • Ideally useful for case files (file units containing all documents pertaining to a particular transaction, usually developed in legal or business records. Fe Angela M. Verzosa

  10. Alphabetic System • File units are placed in alphabetical sequence. • First used to arrange records relating to persons, then gradually to records relating to subjects. • The system may be modified to group records related by a common subject by: *standardizing subject headings *subdividing the main subject headings • Other alphabetical filing systems are: *Alpha-numeric - uses letters to designate main subject headings and numerals for subordinate headings *Mnemonic - uses alphabetical symbols to denote subordinate headings. Fe Angela M. Verzosa

  11. Functional Filing System • Records are the result of functions and are used in relation to them • Records should then be grouped and maintained according to the functions to which they relate. • The functional categories will reflect the organization’s purpose, mission, programs, projects and activities. • Every office or department within an organization has a function and these functions are generally carried out through a series of major programs. • These major programs are often divided into subprograms until one gets to the individual project level. Fe Angela M. Verzosa

  12. Other Filing Systems • Geographic Filing: files records by location or place first, followed by the name or subject. • Forms : groups records according to their format or type (e.g. minutes, reports, invoices, receipts) • Subject Filing: places records under subject classification. • Chronologic Filing: files records by year, month, and date Fe Angela M. Verzosa

  13. University/college Filing classification system • Institutional records • administrative records • academic dept records • faculty records • student/alumni records • school publications • theses and dissertations • memorabilia Fe Angela M. Verzosa

  14. Codification • numeric alpha duplex alpha- subject decimal • numeric numeric numeric • personnel 100 A 3 A PER 1. • employment 110 Aa 3-1 A/1 PER-1 1.1 • recruitment 111 AaA 3-1-1 A/11 PER-1-1 1.1.1 • appointment 112 AaB 3-1-2 A/12 PER-1-2 1.1.2 • promotion 113 AaC 3-1-3 A/13 PER-1-3 1.1.3 • demotion 114 AaD 3-1-4 A/14 PER-1-4 1.1.4 • separation 115 AaE 3-1-5 A/15 PER-1-5 1.1.5 Fe Angela M. Verzosa

  15. Procedures in Filing • indexing by card or register • coding by writing symbols or captions, or highlighting indexed name or subject • sorting by tray, pigeon-hole, or multi-sorter • filing Fe Angela M. Verzosa

  16. Common filing problems • too many filing places • everybody a file clerk • files disorderly; show no particular plan or arrangement • system does not fit the way material is called for • some records seem to belong under more than one category • filing decisions erratic or inconsistent • bulging folders • accumulation of unnecessary or personal records Fe Angela M. Verzosa

  17. Common filing problems • related records are filed under different categories • the retrieval rate is poor (inability to locate the required document quickly) • missing and misplaced documents mean too much time spent looking for files • a high level of duplication exists • users are setting up personal records systems • incomplete files and backlogs of unfiled records exist • filing cabinets are jammed with files bulging with documents Fe Angela M. Verzosa

  18. Improve your filing… • Begin each calendar year with a new set of files • Files should not exceed ½ thickness • Dedicate time each week for filing to prevent backlog • Avoid filing extraneous unnecessary duplicate copies • Avoid tightly jammed files • Safeguard access and confidentiality of records Fe Angela M. Verzosa

  19. When to create new files… • a new function, subject, activity or project is commenced or • an existing subject, activity or project is further developed and needs to be split across several files • an existing file becomes too large and a new part is required • no existing file is appropriate for the document(s) Fe Angela M. Verzosa

  20. Files Equipment • made of steel • compact and space-efficient • allowance for easy extraction & replacement of files • mobile • proximity to authorized personnel Fe Angela M. Verzosa

  21. Training Personnel • receiving and opening mails • placing mail/other papers in • correct files • extracting and replacing files • opening/creating new files • indexing & cross-referencing • keeping a record of file • movements • retrieving lost/missing files • destroying/disposing files • retiring non-current files Fe Angela M. Verzosa

  22. Questions? Contact verzosaf@dlsu.edu.ph Fe Angela M. Verzosa

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