imr504 classification and filing system week 1

IMR504 – Week 1Introduction to Filing

System

Fail:

Latin – Fillum (thread which is arrange accordingly)

English– the name change to ‘file’ means ‘a folder in which letter’s are properly arranged’

ANM

File 1An organized physical assembly (usually in a folder) of documents grouped together for current use

File 2A logical assembly of data stored within a computer system e.g. In word-processing systems it is the intellectual representation of a physical document

FILING SYSTEM

What is filing?Filing is the action of storing record. Records may be stored by being place in appropriate storage area:

by being stored in ‘paper based’ files and kept in the registry or records office by being transferred into film or magnetic media by being electronically stored within the memory of a computer or word processor

Set of connected things that form a whole or work together

System

System

Input Process Output

Filing System

- Man- Money- Method- Machine

Retrieve & flow out files

R-R-R

- Classification- Arrangement

- Storage- Control- Index

SYSTEM

Filing System

Process involved classification, arrangement, storage, control and indexing of files for the purpose of retrieving when it is needed

Importance of File

Proof (Black & White) Reference Acts/Controlling Tools Communication Tools Decision Evaluation Planning Implementation Memory

Objective of Filing System

Activities in Filing System

System & Human

Retrieving File involves

• System

• Human

Classification

Arrangement of information into groups that are similar, where each groups can be identified by it’s own identity

Classification- Level of security

Classification

Code

• Alphabetical

• Number (Series/Chronology)

• Alphabetical + Number

• Color

• Symbol

‘Housekeeping’ Files

- General Administration (100)

- Building & Assets (200)

- Equipment & Supplies (300)

- Financial (400)

- Personnel (500)

‘Functional’ Files

- based on Department’s function

- based on Unit’s function

Arrangement & Storage

• based on logic (1, 2, 3, 4 / A, B, C)

• based on color

• Storage – area, location, types of equipment used

Movement of files

• Controlling – methods of controlling

• File missing

• File cannot be located

File Movement

Registry/File Room

} Controlled User (Officer)

} No controlledOther Officer

Control Tools

• File Movement Card

• Register Book (in-coming and out-going files)

• Computer

• Forms

Example: File Movement Card

No. Fail

Tajuk Fail

Dihantar Dihantar Dihantar

Kepada Kepada Kepada Kepada Kepada Kepada

Forms

1.Request for File1.1. User1.2. Registry

2. File Movement Form

Example: File Movement Form

Borang Pergerakan Fail

Kepada Registri.

Fail No./Tajuk…………………………………………………..

…………………………………………………………………...

Telah saya serahkan kepada…………………………………

Pada…………………………………………………………….

T.T…………………………...... T.T…………………………..

Nama…………………………. Nama……………………….

Tarikh…………………………. (Pegawai menerima fail)

Index

• Faster retrieval of files

• Action taken quickly

• Administration’s competencies

• Image (Service Delivery)

Index

• Guide

• Conventional/Manual methods

• Automation/Computerization

Index - Example

JKR 600-2/5/23 Projek Pembinaan Lebuhraya dari Kuala Selangor ke Tanjung Karang

Kuala Selangor Fail No JKR 600-2/5/23Pembinaan lebuhraya dari Kuala Selangor ke Tanjung Karang

Tanjung Karang Fail No JKR 600-2/5/23Pembinaan lebuhraya dari Kuala Selangor ke Tanjung Karang

Lebuhraya Fail No JKR 600-2/5/23Pembinaan lebuhraya dari Kuala Selangor ke Tanjung Karang

Related FileJKR 600-2/5/23/1 Pembelian tanah untuk pembinaan lebuhraya Kuala Selangor – Tanjung Karang

Questions ???