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CHAPTER 5: PROJECT SCOPE MANAGEMENT - Coggle Diagram
CHAPTER 5: PROJECT SCOPE MANAGEMENT
PHYSICAL FILE : PAPER FILES
PHYSICAL FILE : PAPER FILES
documents are held together : relate to a particular business activity/subjects
file : the physical embodiment of an intellectual concept
COVERS INCLUDE SPACES FOR THE FOLLOWING INFORMATION
file tille
classification
keywords
date of opening
references to previous / related files
security classification
retention and disposal information
PHYSICAL FILES : FILE COVER / FILE JACKET / FOLDER
using manila card / board
cut a little larger than the dimensions of the documents to be filled
folded to enclose those documents
can minimise damage
pre printed with the titles of the organisation and the appropriate
have grid / ladder for recording the file’s circulation when it in use
HOW TO MAINTAIN THE FILES
Files must never be allowed to become too thick.
There must always be sufficient length of tag, pillar or ring left free so that the documents in the file can be turned over safely and read easily without tearing around the punched holes and breaking loose.
Such tearing not only damages the documents but also introduces the risk that the file contents may fall out of order or be lost.
When damage to file covers or documents does occur, it should never be repaired with adhesive tape
Tape discolours and damages the paper to which it is attached, and the stain is extremely difficult to remove.
Advice on repairing damaged files anddocuments should be sought from an archival conservator.
FILING THE DOCUMENTS
papers should be filed in the same order : the transaction of which they form part
documents should be placed on files in the order in which they are created / received
associated papers : a letter received & enclosures, treated in this sense as one doc
FILING THE FILE
The filing order that reflects the correct sequence of business :
A copy of an outgoing letter may be filed before an incoming letter that was received at a later date but perhaps written at an earlier date.
The incoming letter will not have been seen before the outgoing letter was despatched.
An alternative method :
To place together within the file all the papers relating to each transaction, such as inward correspondence and enclosures, associated minutes and memoranda and a copy of the outward reply
The disadvantage of this method is:
not always possible for records staff or action officers to determine when the documentation relating to a particular transaction is complete.
-further correspondence might be received. The contents of files have to be rearranged regularly so that documents relating to a particular sequence of business can be inserted at their correct point.
The difficulty towards the disadvantage can sometimes be overcome :
using file dividers to separate the different transactions covered by the file or by creating multiple files.
systems are more costly because they use more stationery, and they may also be cumbersome and time consuming to operate.
METHODS OF FILING
Back to front
the most common method and is the preferred option.
new document is added on top of the preceding document so that the most recently created or received document is always on top of the preceding document.
to ensure the latest document are brought readily to the attention of the action officers
Front to back
-new documents is added below the preceding document.
easy if ring binders are used.
doesn't bring the latest document to the attention of action officers
Split file system
common in the past, is rarely used now
largely because it is felt to be too time consuming and demanding to maintain properly.
the advantage of directing action officers and records staff to correspondence,
instructions and notes requiring their attention, so they do not have to look through the entire contents of the file.
Split System
often used in conjunction with foliating documents.
foliating refers to the process of numbering documents consecutively on the file, beginning with number one, in the order in which they are filed.
documents are then listed in folio number order on minute sheets on the left hand side of the inside front cover of the file, providing a contents list.
WHAT IS TO BE FILED
substantive / functional / fundamental documents filed
inward correspondence
internal minutes relating to the correspondence / outward correspondence
internally generated administrative
financial, legal and operational documents
WHAT SHOULD NOT BE FILED
rough draft
copies of correspondence and internal documents
spare / duplicate
ephemera : manufactures / suppliers catalogues