MANAGING FILES (TYPES OF FILES (Policy File
TYPES OF FILES
:pencil2: Kept in one department/ organisation.
:pencil2: Every department have several policy files need to refer everytime.
Operational/ Subject File
:<3:Deals with implementation of organisation policies.
:<3: eg. Architecture Company
*the files with projects, clients.
:<3: File relating the administrative of the organisation or department.
:<3: Human resource department, finance department which each department has their own administrative files.
e.g. minutes of meetings.
:pencil2: Can be operational files.
:pencil2: Depends on the organisation which by project or activity.
:check: Small organisation
:check: Large organisation
- provide control vocabulary which help control any terms words to create reference numbers, name of titles.
- Index which list of files according to the alphabetical order.
Factors choosing right filing system
:star2: size and complexity organisation
:star2: range of business
:star2: quantity of files
:star2: presence of cost files
:star2: rate of creation of new files
:star2: cost install and maintaining system
:star2: ease/ difficulty
:star2: skills level - hardware and software
Requirements of file classification system
:smirk: support business or organisation requirements.
:smirk: easy to understand, use and maintain.
:smirk: complete and comprehensive.
:smirk: backed up by procedures manual & training materials.
:smirk: easily automated.
TYPES OF FILING SYSTEM
Simple classification system
- been used by small organisation.
Function/ activity based classification system
- classify file based on activity or function.
Hierarchical classification system
- designed based on hierarchy of organisation.
System based on organisation structure
- similar with hierarchical but more specific with administrative structure.
- difficult to adapt.
Keyword code classification system
- classify records according to the keywords.
- must have keyword index.