Files Management

Fe Angela M. Verzosa

Files management ensures control at the file level

Files management ensures that records relating to a specific activity or subject are securely maintained together in one file. This enables effective decision making and also ensures that the sequence of actions can be reconstructed, that is what happened, when, who did it, why.
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Files management
Filing involves *Arranging records according to a simple, logical system * Placing records in a storage container in correct sequence *Retrieving the records so that they can be used
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good filing systems

contain complete and comprehensive files thereby enabling effective decision making provide integrity and continuity regardless of changes in personnel facilitate protection and preservation of records provide low cost and efficient maintenance of records reduce the possibility of misfiling and reduce duplication mean less time spent searching for files and documents
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Files management
Filing systems
Filing Rules Files Equipment

Computer Applications
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Filing systems
provide only the
mechanical structure for arranging records.

inadequacies of filing stem from human failing, not system failure.

most suitable system should

be applied to a particular type of record, uniformly.

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CRITERIA of a good filing system Simplicity

Flexibility / Expansibility

Adaptability
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Filing methods
numerical
alphabetic

functional geographic form chronologic

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Numerical System
File units are placed in numerical sequence Originated from the registry system, used particularly in accessioning correspondences. Unsuited to handling name files. Ideally useful for case files (file units containing all documents pertaining to a particular transaction, usually developed in legal or business records.
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Alphabetic System
File units are placed in alphabetical sequence. First used to arrange records relating to persons, then gradually to records relating to subjects. The system may be modified to group records related by a common subject by: *standardizing subject headings *subdividing the main subject headings Other alphabetical filing systems are: *Alpha-numeric - uses letters to designate main subject headings and numerals for subordinate headings *Mnemonic - uses alphabetical symbols to denote subordinate headings.
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Functional Filing System

Records are the result of functions and are used in relation to them Records should then be grouped and maintained according to the functions to which they relate. The functional categories will reflect the organizations purpose, mission, programs, projects and activities. Every office or department within an organization has a function and these functions are generally carried out through a series of major programs. These major programs are often divided into subprograms until one gets to the individual project level.
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 Geographic Filing: files records by

Other Filing Systems

location or place first, followed by the name or subject. Forms : groups records according to their format or type (e.g. minutes, reports, invoices, receipts) Subject Filing: places records under subject classification. Chronologic Filing: files records by year, month, and date Fe Angela M. Verzosa 12

University/college Filing classification system

*Institutional records *administrative records *academic dept records *faculty records *student/alumni records *school publications *theses and dissertations *memorabilia
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Codification
numeric alpha duplex alpha- subject decimal numeric numeric numeric 3 3-1 A A/1 A/11 A/12 A/13 A/14 A/15 PER PER-1 PER-1-1 PER-1-2 PER-1-3 PER-1-4 PER-1-5 1. 1.1 1.1.1 1.1.2 1.1.3 1.1.4 1.1.5
14

personnel employment

100 110

A Aa

recruitment 111 appointment 112 promotion 113 demotion 114 separation 115

AaA 3-1-1 AaB 3-1-2 AaC 3-1-3 AaD 3-1-4 AaE 3-1-5

Fe Angela M. Verzosa

Procedures in Filing
indexing by card or register coding by writing symbols or captions, or
highlighting indexed name or subject

sorting filing

by tray, pigeon-hole, or multi-sorter

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Common filing problems

too many filing places everybody a file clerk files disorderly; show no particular plan or arrangement system does not fit the way material is called for some records seem to belong under more than one category filing decisions erratic or inconsistent bulging folders accumulation of unnecessary or personal records
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Common filing problems

related records are filed under different categories the retrieval rate is poor (inability to locate the required document quickly) missing and misplaced documents mean too much time spent looking for files a high level of duplication exists users are setting up personal records systems incomplete files and backlogs of unfiled records exist filing cabinets are jammed with files bulging with documents Fe Angela M. Verzosa 17

Improve your filing

Begin each calendar year with a new set of files Files should not exceed thickness Dedicate time each week for filing to prevent backlog Avoid filing extraneous unnecessary duplicate copies Avoid tightly jammed files Safeguard access and confidentiality of records
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When to create new files

a new function, subject, activity or project is commenced or an existing subject, activity or project is further developed and needs to be split across several files an existing file becomes too large and a new part is required no existing file is appropriate for the document(s)
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Files Equipment

made of steel compact and space-efficient allowance for easy extraction & replacement of files mobile proximity to authorized personnel
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Training Personnel
receiving and opening mails

placing mail/other papers in correct files extracting and replacing files opening/creating new files indexing & cross-referencing keeping a record of file movements retrieving lost/missing files destroying/disposing files retiring non-current files
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Questions?

Contact verzosaf@dlsu.edu.ph
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