Fe Angela M.

Verzosa 1
Files Management
Fe Angela M. Verzosa 2
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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Simplicity
Flexibility /
Expansibility
Adaptability
CRITERIA of a good filing
system

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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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Other Filing Systems
Geographic Filing: files records by
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
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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

personnel 100 A 3 A PER 1.

employment 110 Aa 3-1 A/1 PER-1 1.1

recruitment 111 AaA 3-1-1 A/11 PER-1-1 1.1.1
appointment 112 AaB 3-1-2 A/12 PER-1-2 1.1.2
promotion 113 AaC 3-1-3 A/13 PER-1-3 1.1.3
demotion 114 AaD 3-1-4 A/14 PER-1-4 1.1.4
separation 115 AaE 3-1-5 A/15 PER-1-5 1.1.5
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Procedures in Filing
indexing by card or register
coding by writing symbols or captions, or
highlighting indexed name or subject
sorting by tray, pigeon-hole, or
multi-sorter
filing
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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
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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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Contact verzosaf@dlsu.edu.ph
Questions?