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CHAPTER 3 : CREATING & CONTROLLING FILE - Coggle Diagram
CHAPTER 3 : CREATING & CONTROLLING FILE
WHAT IS SHOULD TO BE FILED?
Substantive / Functional / fundamental documents
Inward correspondence
Internal minutes - relating to the correspondence & outward correspondence
generated administrative
Financial, legal & operational doc
WHAT SHOULD NOT BE FILED?
Rough drafts
copies of correspondence
spare or duplicate copies of documents
ephemera - manufacture & supplies catalogue
CREATING A NEW FILE
NEW FILE SHOULD BE OPEN WHEN :
relevant doc need to be filed
existing subject subdivides into new discreate subjects - need new files / subfiles
closed file
OPENING NEW FILE
Records staff - check the file index under relevant headings
If no appropriate file exists, it will be necessary to create a new file, classify it and give it a title and number.
Parts of file
physical units into which a file has been sub-divided chronologically as it has increased in size
Sub-file
separate file dealing with a discrete aspect of the subject of a more general file.
Continuation file
new file opened when the old file on the subject has reached its cut-off date within the file cycle.
GIVING FILE TITLE
clear and precise providing adequate details about the file actual and likely contents.
consists of a number of terms to describe the specific subject of the file in its functional context / keywords
composed of a number of words, terms or phrases used in combination to describe unambiguously the specific subject or contents of the file in its functional context.
The titling of files needs to be carefully controlled.
Using different words and phrases to describe the same subject will cause obvious difficulties in filing and locating documents.
To achieve consistency, the ‘keywords’ used in file titles should be controlled by using authority lists for proper names and controlled vocabularies or thesauri for subject terms to achieve consistency.
CREATING A KEYWORD LIST
a controlled vocabulary may be used purely as a tool to support a classification scheme.
limits the choice of words to be used when classifying and indexing files and other records, thereby achieving precisions.
Steps to construct controlled vocabulary in filing
classification scheme :
understand the function & activities of the organizations
develop retrieval terms - analyzing functions & activities - discussing with records managers
studying work programmes - existing file lists & others documentation
define the scope - the level / depth of indexing & proper names & very general terms will be included
draft the authority list of terms
produce the thesaurus
ESTABLISHING CONTROL NEW FILE
File diary
kept in a loose leaf form.
used to record the code of reference number of the new file, its date of opening, its full title and any previous file number.
maintain separate file diaries for each file series
enables the records staff to monitor files opened during any given period.
staff should place the file diary sheets on a registered file and begin new sheets
File Index
the key to rapid retrieval.
two most important subjects of the file must be established and the appropriate keyword identified.
keywords should be from the file title or the keywords which more accurately and precisely indicate the file’s content
File transit sheet
used to record file existence and file movements.
CLOSING FILE
File should not to be allowed to become to thick because it is difficult to handle and a result their contents can be at risk of damage
File open for a long period will delay their disposal, either to storage in record centre, to destruction or to the archival institution as a record with on going value
Even when file do not become too thick, they should be a ‘cut-off’ to their life as current records. This is determined by the life cycle usually three to five years from the date of the file’s opening
File that rarely refers the day it was opened can be considered to be closed. This can also be determined by the life cycle usually three to five years from the date of the file’s opening
Physical file can be consider closed when a fully automated filling system has been implemented in the organization