Chapter: 7
Filing
FILE MANAGEMENT
The purpose of good file management is
to keep the paper flowing to its final
destination.
Four Easy Steps to Improve File
Management:
FILE MANAGEMENT
Step 1: Separate Working from Archival
Material
Step 2: Label Working Files
Step 3: Choose Locations and Fixtures
Step 4: Arrange the Files
Step 1: Separate Working from
Archival Material
There are two basic types of files, temporary
(working) and permanent (archival).
Temporary files include the following:
1. Action items - frequently used items
requiring regular decisions and action.
Step 1: Separate Working from
Archival Material
2. Project items - plans, notes and
documents related to current projects.
3. Reading items - must-read materials from
any source.
4. Tickler files - organizing material for future
use on a specific day.
5. Chronological file – tracking
correspondence sequentially.
Step 2: Label Working Files
Label action, project and reading files by
purpose or function, e.g. Grants, Council
Reports, Complaint Resolution.
Sample Labels for Administration Files
ADMINISTRATION – Contracts
ADMINISTRATION – Forms
Complaint Form
ADMINISTRATION – Policies
Step 3: Choose Locations and Fixtures
Decide who will be using the files, when
they will be used and how much room is
available for storage.
Step 4: Arrange the Files
Once you have appropriate fixtures in place,
decide how you want to arrange your files.
Choices include:
1. Alphabetically - great for client or
customer name files.
Step 4: Arrange the Files
2. Subject - a good choice if you're using
subfolders.
3. Numerically - excellent for dated material,
such as purchase orders and bills.
4. Geographical - appropriate if you have
satellite operations.
Step 4: Arrange the Files
5. Chronological - a good solution for back-up
files that need to be set up by month.
6. Tickler files - great for very detailed tasks,
such as tracking bills, correspondence and
reading material. Set up tickler files by the
day, month, and/or year.
Special Filing Categories
 Product samples, photos and catalogues
are examples of items that don't readily
fit into file folders.
 Organizing fixtures for filing or storing
such items include:
1. Boxes that hold both samples and
hanging file folders.
Special Filing Categories
2. Cardboard, metal or plastic holders
(great for magazines and catalogues) that
sit nicely on your bookshelf.
3. Tubes that accommodate large, rolled-up
prints or maps.
4. Large envelopes that hold oversized
papers in the bottom of a file drawer.
Computer File Management
Windows Explorer is a file management
application, designed to help you manage
your files, folders and disks. You will also
be able to use file management
procedures within your application
program, e.g. Microsoft Word, Excel,
PowerPoint etc.
Computer File Management
Your hard disk is called the C Drive which
in computer language is written C:\ (also
called the Root or Main folder). If you are
on a network you may be on F Drive or G
Drive or on another drive.
Computer File Management
Application Files
A file is a collection of data assigned a
name. A file may be a document, a
spreadsheet, a notice that may appear on
the notice board, a data file of a program,
etc.
Files are usually associated with the
program they are created in.
File Equipment
Filing equipment has improved in design
and now offers office professionals and
centralized filing departments a wide
variety of choices. Three important
considerations in the selection of filing
equipment are available space, protection
of records, and ease of retrieval.
An efficient filing Process
Inspecting: Your first step in efficient of
filing is to inspect all document for a
release mark;
Indexing: You must decide on the name or
caption under which the document to be
filed will be requested.
Filing Systems
1. Alphabetic System: Items are filed the
letter A through Z.
2. Subject System: Documents are
classified by subject.
3. Geographic System: File are captioned
by location.
4. Numeric System: Items are categorize by
assign numbers.
An efficient filing Process
Coding: To underline, check, or circle the
caption with a color pencil.
Sorting: Arrange items in alphabetical
order by caption to speed up filing.
Storing : Placing documents in files.
Tip help you manage your file efficiently
Check with you manager about which
items to file.
Provide your manager with a list of file,
and ask that it be checked periodically for
updating purposes
Tip help you manage your file efficiently
Consult with your manager about how
many copies of single and multiple-page
document should be kept
Remind your manager and other to let you
know when file are rename.
Review filing procedure with new
personnel so that they become familiar
with your system.
Tip help you manage your file efficiently
Emphasize the reason for misfile so that
can be prevented.
Periodically discuss the filing systems with
your manager to determine if any changes
be made
Misfiled Document
The following step can help you locate what
is missing:
Double-check your desk and your
manager’s desk.
Double-check the file folder in which the
letter of memo is supposed to be.
Look through folders with similar subject
headings.
Misfiled Document
Check for transposed name
Check related files or cross-referenced
listing
In subject file system, look under related
subjects
Ask your co-workers
Check your pending, to be-filed, or tickler
system.