FILE MANAGEMENT

Presented by: Paballo Petje

 Learning Objectives

• Maintain and establish storage system

• Supply information for a specific purpose
• Methods of Classification
• Filling Checklist
 Purpose of Filling

• Purposes of Filing in Office and

Organization
• The main purpose of filing is to
preserve important letters and
documents safely. Scientific and
systematic methods are applied so
that any documents can be found out
quickly for reference.
 Purpose of filling
• Collection and classification of documents
• Preservation of documents
• Systematic arrangement of documents
• Provide proof
• Rapidity in office work
• Provide information
• Provide guidance to the staff
Importance of Filing in Office and
Organization
• Filing is an important activity in any
office. It is important for every type of
office big, medium or small. It plays a
very crucial role in smooth functioning of
official work. The importance of filing can
be highlighted from the following points:
• Protection of records
• Helpful in setting disputes
• Ready reference
• Better control
• Facilitating follow ups
Horizontal Filing
• The conventional filing methods and
equipment are obsolete and useless from
the standpoint of large-scale
organizations. This equipment was useful
when the number of records was very
small. Many sophisticated, improved and
new filing equipment have been
developed to meet the filing
requirements of a modern business and
these may be classified as.
Horizontal Filing
• Horizontal Filing
• Horizontal filing indicates the horizontal
positions of files. Under this method,
papers, folders, other containers are
placed in a horizontal or flat position” one
on the top of another on shelves or in
shallow drawers.” The paper are filed in
chronological order (datewise). These
files come in a variety of folders. some of
these are.
Horizontal Filing
• Horizontal Filing
• Horizontal filing indicates the horizontal
positions of files. Under this method,
papers, folders, other containers are
placed in a horizontal or flat position” one
on the top of another on shelves or in
shallow drawers.” The paper are filed in
chronological order (datewise). These
files come in a variety of folders. some of
these are.
 Methods of Classification
• Alphabetical
• Numerical
• Combined alphabetical and numerical
• Chronological
 Alphabetical
• ALPHABETICAL FILING can be:
• Names
• Geographical
• Subject
 Alphabetical
• Alphabetical filing is a method in which files and
folders are arranged in order of alphabets of the
names of person or institution concerned with such
file. It may be done using either the first names or
surnames, but whichever is chosen must be
consistent throughout the particular filing system.
• In cases where the names of more than one person
starts with same letter then second letter of name is
taken into consideration, then third and so on. It is
the most popular or common method of filing and
is suitable for both small and large organizations.
 Alphabetical
• An organized physical assembly (usually within a
folder) of documents grouped together for current
use or in the process of archival arrangement
because they are related to the same function,
subject, activity or transaction.
 Alphabetical
• Advantages
• It is easy to understand and use
• It is flexible
• It is time-saving and very efficient in
accessing files
• It does not require separate index
• Disadvantages
• Initial setup is time-consuming
• It is more expensive to maintain.
• Files can be easily misplaced if precise
attention is not given to names that are
 Alphabetical
• In Alphabetical method each folder is given a name
of a correspondent and folders are arranged in
strict alphabetical order….ABCDE
• Names are arranged from A to Z, and it is divided
into two classification and each with different
rules.e.g
• Names
• K
– Koao
– Kukame
• P
 Geographical

• Geographical filing is a method in

which files are grouped according to
the geographical location of firm,
organization or person. Under this
method, name of places are written
in file and are arranged in drawer
either in alphabetical or numerical
order – whichever is suitable for the
organization. It is used in multi-
national companies or those
organization whose business and
branches are located in various
 Geographical
• Classified according to Location or town
• E.g
• Maseru
• Msu bbklk
• Leribe
• Lrbbnd
 Geographical

• Geographical
• Classified according to Location or town
• E.g
• Maseru
• Msu bbklk
• Leribe
• Lrbbnd
 Geographical

• Advantages
• It is easy to understand and use
• It can be arranged in alphabetical
and numerical order.
• Disadvantages
• Initial setup is time-consuming
• It is more expensive to maintain.
• Files can be easily misplaced if
precise attention is not given to
geography for names with multiple
geographical regions.
 SUBJECT FILING

• By Subject filing is a method in which

records are classified according to
their subject. Letters and documents
are classified and arranged in files
and folders into subject or sub-
subject categories. In this filing
system, subject must be arranged
alphabetically. It is widely used in
those cases where subject is more
important than the name of the
person or organization. All
documents relating to same subject
 SUBJECT FILING

• Advantages
• It is easy to understand and use
• It is flexible
• It is convenient and easy to locate
• Disadvantages
• Initial setup is time-consuming
• It is not good for filing miscellaneous
paperwork
• It is difficult to locate when subject
matter is not properly understood
 Numerical

• Numerical filing is a method in which

files and folders are arranged in
order of number. All files and folders
are classified and given separate
numbers. In this type of filing
system, alphabetical index is
required. It includes name, address,
phone number, subject and other
information along with file number.
 Numerical

• Advantages
• It is easy to understand and use
• It is very efficient
• Separate index can be easily developed
using numbers
• It is suitable for large offices having large
number of files and folders
• Disadvantages
• Initial setup is time-consuming
• It is more expensive to maintain.
• Separate alphabetical index is required
 Chronological Filing

• In Chronological filing, files and

folders of documents are arranged in
order of their date, day, and time.
This sequence can be according to
their date of receipt, or date and
time of their creation with the most
recent date in front of or on top of
the previous items. This method of
filing is only suitable for specific
things such as receipts.
 Chronological filing

• Advantage(s)
• It is less expensive to maintain
• Disadvantages
• This method is not suitable for large
organizations
• In order to retrieve information
precise dates must be known.
• Retrieving information can be time-
consuming
 Combined Alphabetical and Numerical

• This type of classification is the

combination of two filing types
already discussed. i.e Alphabetical
classification of files and Numerical
classification of files
 Combined Alphabetical and Numerical

• Advantages of Alphanumeric filing

• The Alpha — numerical classification has
the following advantages in addition to
the advantages of both alphabetical and
numerical classification.
• 1. Files can be expanded to an unlimited
extent. The reason is that the alpha-
numerical classification is an elastic one.
• 2. It facilitates a quick reference.
• 3. It avoids the confusion of names of
similar nature because of numbers
allotted to each name separately.
 Combined Alphabetical and Numerical

• Disadvantage of Alphanumeric filing

• The main drawback or disadvantage
of alphanumerical classification of
filing system is that it is not suitable
to large organization.
 Filling Equipment

• Lateral filling cabinet

• Plan Filing
• Electronic Filing
• Microfilming
 Filling Equipment

• Filing Cabinet - It is used to keep flat files and

suspension or hanging files
Steel Cabinet - It is used to keep big files that need to
be locked up
Date Stamp - It is used to date stamp documents that
are received on daily basis so that they are filed in
chronological order and so we have a record of when we
received the document
Register - It is used to record files taken out and files
returned
Filing shelves - It is used to file box files
Box file - This is a big file that is used to keep big
documents that cannot go into a filing cabinet. They are
kept in shelves.
 Filling Equipment

• Clip folders - they are used for documents that need to be

taken out very often; they hold documents tightly so that they
do not fall out.
Folders - paper or cardboard folders are used to keep loose
documents together. The folders are placed inside suspension
or box files.
Suspension file -the suspension files are used to keep
documents in filing cabinets. The files are put into the drawers
upright. The suspension files hangs down from the cradle.
These files always remain in the cabinets but folders inside
them can be taken out.
Box files - they are used to keep big documents including
magazines and books.
Lever arch files -documents are kept firm in these files and
allow one to look at documents without taking them out of the
file.
 Filling Checklist

• Filing checklist
• File retention policy
• Absent files
• Cross reference slips
• Visible card systems
• Rules for indexing
 Good housekeeping and safety

• At the end of every day you

should:
• File all the documents you can
• Put away those you cannot file in filing trays
• Lock up all confidential documents
• Place all waste paper in rubbish bins
• Leave desks tidy
 Maintaining the filing system

• One of the most important reasons why we file is to keep

document safe. It is therefore very important to make sure
that all papers and files are kept in good condition. Here
are some ways that we can do this:
• Keep documents that are waiting to be filed in trays, do not
leave them lying about on desks or shelves.
• File documents away at least once a day, or if your
organisation is very small you can do it once a week.
• Do not put too much in files or folders
• Put new covers on old files which get a lot of use and have
become worn or torn.
• Box files and lever arch files can hold more than simple
folders.
• Never allow filing drawers or shelves to become too full.
Acquire new filing cabinets when necessary.