HALF DAY WORKSHOP ON FILE MANAGEMENT By: Prof. Bholanath Dutta, Faculty- Department of MBA
IMPORTANCE OF FILE MANAGEMENT: • Drastically bring down the time to search for a letter. • Take action on specific letter. • Right place for a letter. • Creating previous reference and future reference. • Tracking the correspondence. • Maintenance of file. • Better presentation. • Easy access to any body. • Limited access for the classified files. • Hand-on information. • Scientific approach. • Better functioning of the office. • These all leads to increased productivity of all individual.
FILING: CLASSIFICATION OF FILES: • Classified Files: Top Secret, Secret, Confidential, Restricted. • Unclassified Files: All general files accessible to anyone in the department. • Classified and Unclassified files are to be kept in different Almirah. For classified files key should be with head of the department but for unclassified files office staff can retain the key. Duplicate key with Principal/Director. MASTER INDEX: File No along with File Name. One on the cupboard and other one to In-charge. TRACKING THE LETTER: With another index other side of the file with Sl no. date and reference no of the letter. Same serial no should be on the right hand side top of the letter. RESPONSIBILITY: It has to be fixed on one person to see all the letters are going to respective files.
MAIL IN/OUT: • Mail-In/Out stamp. • Reference Stamp. • Mail In / Out register. • Mail In / Out Folder. • The mail In/Out Path
FILE MOVEMENT REGISTER: • Unclassified file • Classified file
ORIGINATOR’S NUMBER: • Importance • How to create the Number.
WRITING OFFICE LETTER • Importance to have standardized procedure • The procedure • Note sheet. • Inter- departmental note • Preparing Minutes of Meeting