Managing Files (Types of Filing System (Organizational Structure Based…
Type of files
Each department have their own administrative files. Ex : Building files, meeting files, employee files. payroll files.
Can be operational files, its depend on their organisation.
Files that related to operation, business of the organisation. ex: bank : insuran files,
Files that related to the formulation (creating) of policy & procedure
Arranging Files Within Series
Sub-series ( Lower Level )
The series ( Primary Level )
Classification & Coding System
Classification scheme ( organise files and documents into a logical arrangement )
The process of identifying & arranging records and archive - categories according to logically structured - conventions, methods & procedural rules represented in a classification system.
Comes together with index. why ? index tell us the list of record that existing in the organisation.
Must be flexible so it can allow any files into that system such as changes on structure, activities, function & responsibilites.
After the classification, each files will be given their own unique reference number.
Main features of coding/reference number system.
provide self-evident order (logical & predictable)
be as simple as possible
Should be unambiguous (not open to more than one interpretation)
unique reference number for each item.
Factors in choosing the right filing system
ease or difficulty
with which the files and records~organised into mutually categories~specific functions & activities
of the records
of installing & maintaining the system
size and complexity
of the organisation
presence of case files
of creation of new files & records
required to operate & sustain the system
of it's business
quantity of files
and other records
Types of Filing System
Organizational Structure Based Classification System
Keyword Code Classification System
Hierachical Classification System
Functional/Activity Based Classification System
Alphabetical Classification System
Simple Classicification System