Records Management and Filing System PDF

Records Management and Filing System OA 81  CHAPTER 1 BASICS OF FILING MANAGEMENT WHY FILING IS IMPORTANT? All in one place.  File Edit View Because? It c ontains Business Information 1...

Records Management and Filing System OA 81  CHAPTER 1 BASICS OF FILING MANAGEMENT WHY FILING IS IMPORTANT? All in one place.  File Edit View Because? It c ontains Business Information 1 Business information is a perishable and changing commodity, man has to rely on written records to store his ideas and impressions. Busi ness Competition is Keen Any group that wants to do business today must keep a wide variety of 2 records in such a way that the useful information can be found/ retrieved when needed.  File Edit View Because? It is all ab out Margins of Profit 3 It cannot afford to gamble on guesses, because margins of profit are often very slim and a bad guess might mean bankruptcy. Vital for Decision Making & Planning It must base its decisions on accurate facts that come from 4 comprehensive, coordinated, well-filed records. It helps in formulation of future planning  File Edit View Because? Compliance for State and Federal Regulations 5 Depending on your industry, you may need to keep records to be compliant with state or federal regulations, sometimes for years. Ma nage Time and Information Efficiently It helps in increasing efficiency of office because filing helps in 6 providing records in required time to make quick decisions. It helps in handling customers and correspondence carefully to maintain the goodwill of the office DEFINITION OF FILING  is the classifying, arranging, and storing correspondence papers and materials systematically so that they may be located easily and quickly when needed. is the placing of papers in acceptable containers FILING IS... according to some pre-determined arrangement so that any paper, when required, can be located speedily and conveniently. is the system of arranging and storing safely business papers in a neat, orderly, and efficient manner so that they may be located when they are needed. Objectives of Filing EFFICIENCY ECONOMY SIMPLICITY PURPOSES OF FILING 1. To make records available when they are needed whether for reference or evidence. 2. To keep all related materials together so that the history of the dealings with one firm or individual will be available in one place.  L Types of Filing System' B , A History p T Primitive man long ago filed his crude symbols and pictures on walls of GEI.‘.'ES.J The Traditional System ___,...-"' It is old method of filing. It is used in small and medium scale organizations. There are 4 types of traditional filing. They are 1.Spindle file has a piece of metal or wood having a 5hnrp point upon which the records to be |(E|:I-t are imptflad for memoranda of temporary importance. If filled, papers were i ] tied tflgeth&r in a bundle. This method is also known as Wire or Spiha Fi|ing. 2.Pigeonhole file has folded or rolled papers with names/subjects be placed inside the holes. If filled, papers are tied tflgether and put on a shelf or boxes/trunks. This filing is also known as Docket Filing.  3. Cardboard file t is one of the popular ‘ traditional methods of filing. In this, a thick : _ _ cardboard file and folding sheet are : placed one upon another. The two ends are tied with each other with the h5||::- of rubber. The papers are kept in chronological order. 4. Bellows file resembled an accordion. Each compartment was numbered or lettered for convenient but of limited capacity. (sorter 26 compartments). 5. Box File consist of boxes made up of wood or cardboard. The spring f:|ip5 are fixed inside the box to hold papers.. Whenever letters and documents are required for retference all Eubfiaquent letters are taken out. The documents are kept chronologically one upon another.  The Modern System Modern filing system is the improvement of traditional method of filing. It can be classified into 2 types. A. Horizontal filing In this system, the documents or letters are chronologically placed in folders one upon 1868 another in a horizontal way. It is of two types. They are: Al Flat File is attached with a pair of metal clips or laces on the left-hand side of it to tightly hold the papers. Pair of holes is made on the left-hand side of the paper using a punching machine. The papers are ::hrfl-nc:hgiflfl"y placed one upon another in a flat position in a ' A.2 Shannon file has metal arches made for |‘1+::|ding papers or documents. Pair of holes is made on the left-hand side of the paper using a pun::hing machine. Then the papers are inserted into the arches and the arches are locked to tightiy hold the papers. This method is also known as Arch Level File  B. V‘Ergicfll f“ing t is the most popular type of filing in modern offices. In this m&thfld; documents are kept on upr[ght position in especially. pre prepared folders or files. The folders or files are made up of cardboard or papers which are folded in the middle to hold the documents in them. Documents are placea in a chronological order without punching \ : and typing them up in a pair of clips. Suspension Filing is an improved form of vertical filing. In Lateral Filing is modified version of suspension filing; orie of this tiling, drawer containing documents are fitted metal the most popular forms of filing system used in modern trames in which folders are fitted with hinges or hooks to oftices. In this system, envelope type of tolders are used suspend the file. Here, the headings or caption are tound which is made up ot metal strip. It uses hinges or hooks that in the tolder. It is the best method of filing. It contains all can hold papers better than shelt. The top of the folder is the merits of vertical tiling method. In this tiling when the fitted with an indicator. It is useful for larger organization. It drawer is opened all files names can be clearly seen. It uses less space and folders are also quickly located.It is less contains folders and cabinet which is expensive. expensive and can also expand its space ' Suspension Lateral Filing Filing 1 In filing, the emphasis is more upon the “finding” rather than the “storing” aspect. Importance of 2 Finding aspect is essential in paperwork Managing Files mgt. – so info is being retained or filed for future use. 3 Finding records promptly is more important aside from safekeeping. ou learn about yourself? 4 Misplaced or lost papers can delay the employees ’ work or entire office 5 Establishing, managing an effective system / and arranging placing them properly help promote efficiency in the office.  FILING REQUIREMENTS 1. LOGICAL 2. WELL-ORGANIZED 3. USE STREAMLINE METHODS 5. TRAINED PERSONNEL 4. FUNCTIONAL EQUIPMENT rEQUISITES OF A GOOD FILING SYSTEM 1 It serves the needs of the office. 2 It has the simplest identification of file contents. 3 It uses minimum indexes and codes. 4 It has maximum safeguard against filing errors. 5 It is not dependent on the memory of the clerk. Characteristics of a good filing system  ADAPTABILITY 1 allows expansion, stretches as system matures  AN ORGANIZING INTELLECT 2 must be planned by one who appreciates the importance of record keeping, method, standardization, and organization. One who knows how to classify and who respects system.  ECONOMY 3 -good files save time and money. Costs be checked and compared with standards. Items can be found quickly when needed. Obsolete records are destroyed.  FINDABILITY 4 – files are useless if information cannot be found when needed. Cost much to the organization thus inefficiency results.  PROMOTION OF COORDINATION AND CONTROL 5 -organize records so that they are under control. Coordinate the info within the file and that particular file within the related files.  SIMPLICITY 6 -easy to understand and use; doesn’t need an expert to interpret.  SUITABILITY 7 -if it may be readily applied to a particular business. Do not copy from other company’s filing system. DEFINITION OF FILES  these are an accumulation of knowledge FILE IS... they are reservoir of information that serves a company as a memory serves a human being. they act as a cerebral center for storing facts that has already takes place.  Control of Files Although control of the preparation and use of the records should be the concern of everyone who works with them, an over-all control of files in a company is important in order to get worthwhile materials coordinated, properly classified and safely filed so that required information can be retrieved quickly. CENTRALIZED re cords for an e nt i re com pany are accum ul at e d and st ore d i n one pl ace. Al t hough i t has m any advant age s, i t i s i m pract i cal whe n a com pany e nl arg e s be cause de part m e nt s t hat use t he re cords do not have di re ct , conve ni e nt acce ss t o t he m. I n spi t e of t he st rong case for ce nt ral i zat i on, i t doe s not provi de t he answe r t o fi l e cont rol and com pani e s can ce nt ral i ze onl y ce rt ai n t ype s of re cords. DECENTRALIZED D e ce nt ral i zat i on has t he advant age t hat re cords are avai l abl e at t he poi nt of ori gi n and use wi t hout wai t i ng or se ndi ng for t he m ; t he y are at hand whe n ne e de d and acce ssi bl e t o al l t hose i n t he sam e funct i on; confi de nt i al re cords are e asi l y safe guarde d; and re sponsi bi l i t y for k e e pi ng t he re cords can be gi ve n t o t he e m pl oye e s who are fam i l i ar wi t h t he m and conce rne d about t he i r organi zat i on. CENTRALIZED CONTROL FOR DECENTRALIZED LOCATIONS S i nce i t i s i m pract i cal t o ce nt ral i ze re cords for a funct i on of any si ze , m ost com pani e s use an arrange m e nt t hat com bi ne s t he advant ag e s of bot h ce nt ral i zat i on and de ce nt ral i zat i on. D e ce nt ral i ze d fi l i ng uni t s are put unde r t he funct i onal cont rol of a ce nt ral group of re cords m anag e m e nt spe ci al i st who k e e p syst e m s, proce dure s, e qui pm e nt pract i ce s and  5 types of office records to be filed  1: Administrative files -file material related to overall policy, mission of organization, direction of the office, mgt. improvement programs, formal rules and regulations, guides, maintenance of service, supplies and other administrative matter which have no direct bearing on the operation of the office.  2: Personnel files any paper containing the service appointment and other records related to the individual employees  3: Legal files consist of administrative case of personnel, land and civil cases, investigation records and etc.  4: Supply files consist of records of supplies, equipment, purchases, contracts, etc.  5: fiscal files materials on budget preparation, submission of allotment and control of funds. Filing Manual – is an instruction book containing detailed information about some or all phases of the filing routine.  01 T O P M ANAG E M E NT Supervisors, managers, executives FILING 02 P RO FE S S IO NAL P E O P LE PERFORMERS doctors, buyers, teachers and accountants 03 S M ALL O RG ANIZAT IO N secretaries and stenographers, WHAT WE WILL clerks, typist TALK ABOUT 04 LARG E DE P ART M E NT S records control clerks Qualifications for the 1. KŒ“Þ edge “f Ále ²Ç e¹ Filing Job “f a ¯labeÁpc pŒdeãpŒg úI KŒ“Þ edge “f a ¯labeÁpc ¹e±ÇeŒce¹ ûI KŒ“Þ edge “f abb²eÝpaÁp“Œ¹ 5. Personal qualifications (files operator): honesty, good character, evenness of temper, high loyalty to the firm (confidential records should be kept üI ReadpŒg abp pÁä absolutely secret and secure). OTHER PERSONAL CHARACTERISTICS  DESIRE TO DO THINGS FOR OTHERS aside from filing, the operator must enjoy giving service and helping others.  ACCURACY correspondence should be properly placed or else the operator is at fault when papers not found.  LISTING FOR DETAIL genuine liking for small details and desires satisfaction in orderliness. “A place for everything and everything in its place.”  MANUAL DEXTERITY papers must be easily and quickly sorted, re-sorted and be placed in respective folders.  GOOD EYESIGHT read in a whole or in part; reading be accurate  Chapter 2 Methods of Filing System OA 81 Records Management & Filing System A well-maintained filing system allows vital information to be accessed quickly and saves a company money by saving time. Businesses, schools, government agencies and even everyday people use filing systems to keep their affairs organized. Chapter 2 will provide us with five different methods of filing systems for your office in the future. Each offers its own advantages and disadvantages. Filing systems have evolved over the years from filing paperwork in boxes to sophisticated software programs that store files electronically out of sight. Although you can choose a variety today, all filing systems share one main goal: effective records management. With various filing systems available, it’s important to consider the characteristics of each to select the most appropriate one. The most common filing systems are easy to implement and provide a means of effective file management.  1 ALPHABETIC FILING Methods of Filing System  Alphabetic filing is the most common filing system for less than 5,000 records. Filing by alphabetic order is a system where you arrange files by names of individuals, businesses, institutions, agencies, subjects, topics or geographic locations according to dictionary order. This system is effective for client or customer name files. We use the term Alphabetizing when group of items are arranged in A to Z sequences.  REASON 1 REASON 2 It is based on a sequence with It is flexible which everyone is Reasons familiar Why Alphabetic Filing is REASON 3 popular it is direct  2 NUMERIC FILING Methods of Filing System  Numeric Filing is the process of filing by the use of numbers. Numeric filing systems arrange records by number. It is an indirect access system because an index to the files must be used to retrieve information. A system for organizing records through the use of numbers that appear on the materials.  advantages of straight numeric filing system 1 2 3 It is easy to expand. Folders do not Individual name folders have to be tabbed. can carry the full name It is filed by 20’s in of the correspondent 5 positions. and number. 4 5 Related materials can Easy to sort once be kept together: the number is Law, medicine, known. engineering, etc.  disadvantages of straight numeric filing system 1 File is indirect – consult the relative index. Relative index – is a directory of where to look for material in the files. 2 No satisfactory way to handle miscellaneous items. Separate section must be established.  CODE (CODING) CRYPTOGRAPHY is a cipher or is the art of writing cryptogram; used in with hidden meaning electronic files. understandable only to reduces lengthy titles the person possessing and words, thus save the key. electronic storage space and processing time. SIGNIFICANT DIGIT CODES 1. Straight Number codes are used extensively in electronic data-processing systems. example: ID numbers  2. Block Codes numbers are set aside for items having some common characteristics. 3. Mnemonic codes “aids the memory” – used in the license numbers with initial letters. Automobile and Motarcycle Plate Number Prefixes in 2018& « N - Naticnal Capital Reglon + O - Atonomaus Region in ldusim Mindanao * 5§ - Govemment-canedVehices s WV — Mimaropa + ¥ = Coetilera Adminisirative Regi-~ Regional issued plates (1981 series) (e 4. Group classification codes the system designates main and sub-classification by succeeding lower order number. For those who knew, numbers are significant. Ex:Postal Zip Code 4. Group classification codes Ex:Postal Zip Code (8714) *First 2 digits represents Province *Last 2 digits represents the City/Municipality  I. | ] T i FE' ) g o B.:']E = it """ _kadinglian H Impasugong ~ kKabanglasan il w0 B| | i - I soe | B713 8702 e 53 | B723| | | | 'I-!_ r|:II 88 a8._il o E 288 88 i2 2zsizizeseese o 5. Decimal-Numeric Codes allows for expansion by adding sub- classifications to the right of the decimal 900 Philippines 900-1 Area 900.11 Population 900.2 Climate  6. Dewey Decimal originally developed for libraries. Invented by Melville Louis Kossuth "Melvil" Dewey.  ‘g PREQUELTOTHE | Encyclopedias, 001-099 Generalities DEWEY DECIMAL | curiosities and wonders, | SYSTEM unexplained mysteries | : WHO AM |7 Books about the self, 100-199 Philosophy ei witchcraft | 200-299 Religion | Buxdhism, Hindsm, etc.. and Mythe 409‘499 Languages 'HOW DO|TALK THAT GUY? TO Dictionaries, parts of ‘speech, Ei‘gn’language.. ) foreign languageaids 500-599 LET'S TALK ABOUT Mathematics, earth, Natural Science THE WORLD WE SEE astronomy, chemistry, plants, wild animals 600-699 NOW LET'S MAKE Inventions, robots, Applied Science STUFF OUT OF transportation, pets, WHAT WE SEE recipe books ' NOW LET'S Art, drawing, comics, 700-799 Al"tS flfld REGI'EEItIGI'I HAVE SOME FUN handicrafts, music, games, sports. LET'S TELL OUR Poetry, plays, 800-899 Literature CHILDREN HOW WONDERFUL WE ARE Rl | i1 oc riddles - ; FIND OUT ABOUT Single person: filed 92 and 920 Blflgfflflphy Elfld FAMOUS PEOPLE by last name of subject - | Collective Biography Multiple people: by author Grand View Elamentany School Library — MBUSD- October 2009  7. Dewey numeric has auxiliary numbers that are separated from the parent by hyphen instead of a decimal and letters are often interspersed.  7. alpha numeric alphabet and numbers are combined with decimals.  OTHER WAYS OF USING NUMERIC FILING  1. TERMINAL DIGIT FILING Te®‡kˆa dkgk¸ fkkˆg _ k² ¸he ‡e¸hd f fkkˆg bÛ ¸he a²¸ dkgk¸² f a ˆ½‡be® kˆ²¸ead f bÛ ¸he fk®²¸ a² kˆ ¸®adk¸kˆa ef¸]¸]®kgh¸ ®eadkˆgH ] ½²ed ¸ ²½®‡½ˆ¸ dkffkc½¸ke² kˆc½®®ed Õheˆ fkkˆg chec~²I ‡®¸gage²I ²aÔkˆg² acc½ˆ¸I h²«k¸a ca²e² aˆd kˆ²½®aˆce «kcke²H ] U²ed f® ‡a¸e®ka ¸ha¸ k² ba²kcaÛ ˆ½‡e®kc kˆ cha®ac¸e® WÔehkceI kˆ²½®aˆce «kcÛXH    _ «®k‡a®Û _ kˆdkca¸e a d®aÕe® ˆ½‡be®H |Secˆda®Û _ a®e g½kde ˆ½‡be®² kˆ a d®aÕe® ]H |Fkˆa dkgk¸ _ ef¸ f d®aÕe® ²e«a®a¸kˆg ] fde®²  Advantages of TDF H S«eed f «e®a¸kˆ _ % ²aÔedI ea²ke® ²®¸kˆgI ‡k²fke² a®e ®ed½cedI fkˆdkˆg a®e ea²ke®H H FkÚed kˆdeÚ _ f®e­½eˆ¸ ®e‡Ôa² ® d®«½¸² f ˆ²H d ˆ¸ dk²¸½®b ¸he ²Û²¸e‡H H Uˆkf®‡k¸Û _ ea²Û ¸ dk²¸®kb½¸e Ր®~ Õheˆ ²eÔe®a «e«e a®e kˆÔÔedH H Acc½®acÛ _ ²®¸kˆg k² ²k‡«eK ‡k²fkkˆg e®®®² a®e ®ed½cedH H EÚ«aˆ²kˆ _ ½ˆk‡k¸ed eÚ«aˆ²kˆUcˆ¸®ac¸kˆ k² «²²kbe bÛ ®e‡ÔkˆgU addkˆg fke²H I ® ‡®e k¸e‡² a®e adÔk²ed ¸ ½²e TDFH  2. Skip Numbering _ ‡k²²kˆ f ˆ½‡be®² kˆ ²e­½eˆceH WEÚJ I X EÚHJ   c½d be ‡ade kˆ¸    3. Phonetic or Sound Method ] k² ˆe ¸ha¸ c‡bkˆe² ²½ˆd aˆd ²«ekˆg kˆ¸ a ˆ½‡be®ed cdeH Sa‡e ²½®ˆa‡eJ BehI BeaI BeaeI BkehI BeaI Beae  4. Soundex ] a ²Û²¸e‡ Õhkch ek‡kˆa¸e² ¸he ˆece²²k¸Û f® ~ˆÕkˆg ¸he eÚac¸ ²«ekˆg f ˆa‡e²H S½ˆdeÚ Cde N²H Le¸¸e®² ®e«®e²eˆ¸ed bÛ ¸he Cde NH  bI fI «I Ô  cI gI zI ~I ­I ²I ÚI ä  dI ¸    ‡Iˆ  ®  Rules in Soundex Coding 1. The ԐÕe² aˆd cˆ²ˆaˆ¸² ÕI hI aˆd Û a®e ˆ¸ ®e«®e²eˆ¸ed bÛ cde ˆ²K ¸heÛ a®e dk²®ega®dedH H Add ® ½²e äe® ¸ ‡a~e ½« a ]dkgk¸ cde W‡kˆk‡½‡XH S‡k¸h = S A®ge=AI A®gäe=A CÚÛbe=C  Rules in Soundex Coding H NeÔe® a²²kgˆ a dkgk¸ cde ¸ ¸he kˆk¸ka e¸¸e®H H D½beI ¸®k«eI ® ­½ad®½«e e¸¸e® e­½kÔaeˆ¸² a®e cˆ²kde®ed a² ˆe e¸¸e® W¸¸I ˆˆI ®®X ® ²a‡e ca¸eg®Û Wd¸I ²­I c²I ‡ˆI «fI ²cX EÚJ Sch‡kd¸ = SI Jac~²ˆ = J c~² ²a‡eUˆe e¸¸e® e ˆ =  add =  H Wheˆ ¸he ²a‡e e¸¸e® e­½kÔaeˆ¸² a®e ²e«a®a¸ed bÛ a ԐÕe ® ÛI ¸he e¸¸e®² a®e cded ²e«a®a¸eÛH Ex: B®eˆˆaˆ = B ® =  e = ˆ¸ ˆˆ =  a = dkÔkded ˆ=  3 SUBJECT FILING Methods of Filing System  – is the arrangement of records by names of items rather than by names of people, companies and locations. Subject filing is a process of arranging and filing records according to their content or. subject matters concerned. The purpose is to bring together all records on the same subject which enhances file integrity and completeness, and facilitates information retrieval and use. Situations in which records are organized by subject H Wheˆ ¸he ®ec®d² d ˆ¸ ®efe® ¸ ¸he ˆa‡e f a «e®²ˆ ® aˆ ®gaˆkäa¸kˆ EHgH ~kˆd² f caˆdÛ «®d½c¸² H Wheˆ k¸ k² k~eÛ ¸ha¸ ¸he ®ec®d² Õk be caed f® bÛ ²½bzec¸²H H Wheˆ a ¸he ®ec®d² ab½¸ ¸he «®d½c¸ ® ac¸kÔk¸Û a®e k~eÛ ¸ be ˆeeded a¸ ˆe ¸k‡eH EHgH Hˆda ‡¸®cÛceJ fke k¸ kˆ ˆe fde® Õk¸h a ¸he de¸ak² ¸he®eH H Wheˆ ®ec®d² ‡kgh¸ ¸he®Õk²e bec‡e ‡kˆ½¸eÛ ²½bdkÔkdedH D®½g²J aˆ¸kbk¸kc²I Aˆ¸k²e«¸kc² Characteristics of subject 1. Exact headings: 2. Conscise 3. Specific 4. Technically correct 5. Clearly Descriptive 6. Compose of terms in common usage Selection of subject headings should be made by: Those thoroughly familiar with the material to be stored Good working knowledge of the firm's operations  M²¸ ²~ked fke² ²½«e®Ôk²® Competent person to Rec®d² Maˆage® select subject heading  Index is a written list of alphabetically arranged control list of main headings, sub-divisions under the main headings and cross references. Purpose of Index 1. Gives quick review of the contents of a subject file when new headings are chosen. 2.aids in identifying material suggested under unusual headings.  Requirements of good index 1. It should be standardized within a department 2. It must be flexible to allow for growth and the eventual inclusion of entirely new material. 3. It must be understandable for all who use it.  Requirements for a Good Subject Classification 3. 4. 1. 2. The classes must All classes of The division All classes must be clearly defined material must be chosen must be be exclusive of so that they are provided for in significant ones others capable of only some division. one interpretation. TYPES OF SUBJECT FILING 01 STRAIGHT ALPHABETIC SUBJECT FILE 1. each item is a subject itself and equal importance is given with each other. It is suitable for very small file: 1 drawer. Accounts Charts Finance Organizations Applications Communications Insurance Personnel Audits Contracts Meetings Vacations Communications Organizations Finance Telephone Charts Accounts Teletype Meetings Audits Insurance ENCYCLOPEDIC SUBJECT FILE all records directly relating to a major subject are brought together under one primary subject and its appropriate secondary and tertiary subdivisions. Personnel 1 Applications 2 Blood Donor Plan 3 Hours of Week 3-1 Holiday 4 Salaries and Wages ALPHA-NUMERIC SUBJECT FILE the primary subjects are arranged in alphabetic order with numbers assigned to the subdivisions of the primary classifications.  4 GEOGRAPHIC FILING Methods of Filing System  – is an alphabetic arrangement of records first according to location, then according to name or subject. 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.  Advantages H S«eed f ®efe®eˆce ¸ ²«eckfkc geg®a«hkc a®ea²H H A adÔaˆ¸age² f a«habe¸kc fkkˆg a®e kˆhe®eˆ¸ kˆ ¸hk² ‡e¸hdH H U²e c® a² a ²afeg½a®d ¸ gkÔe ¸he fke² «e®a¸® aˆ¸he® chec~ agakˆ²¸ ‡k²fkkˆgH H V½‡e f c®®e²«ˆdeˆce Õk¸hkˆ aˆÛ gkÔeˆ geg®a«hkc a®ea caˆ be ²eeˆ bÛ gaˆckˆg a¸ ¸he fke²H H Aˆ aˆaÛ²k² f ¸he kˆf®‡a¸kˆ cˆ¸akˆed kˆ a geg®a«hkc fke ²ec¸kˆ c½d be ½²ed kˆJ aX ²ae² Ր®~ ¸ ˆ¸e a®ea² Õk¸h ‡²¸ c‡«akˆ¸²K bX ˆ¸e agg®e²²kÔe ²ekˆg eff®¸ ® ac~ ¸he®ef cX ˆ¸e a®ea² Õk¸h addk¸kˆa Ր®~ ²ee‡² ˆeeded dX ¸ a²²k²¸ kˆ ®e]aca¸kˆg ¸e®®k¸®ke²H H Geg®a«hkc ®efe®eˆce k² f¸eˆ ½²ed f® ¸®½be]²h¸kˆg «½®«²e²H  Businesses that use geographic filing Sales Organization Health Mail-order Businesses Sanitation Public Utilities (electricity, gas, telephone, water) Rainfall Market Research Weather Records  Be filed by: 1. Countries 4. Towns 2. Regions 5. Barrio 6. Individual/ 3. Cities/Municipalities organization/ subject  Factors in determining how a geographic file will be set up: 1. The type of business 2. How the records will be used 3. The geographic areas in which the company does business  5 CHRONOLOGICAL FILING Methods of Filing System  – Organizing and ordering documents and records in a dated sequence. This sequence can by according to their date of receipt, or date and time of their creation. The item youngest-by-date is usually in front of or on top of the previous items. 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 suitable for specific things such as magazines, newspapers, payroll, and monthly reports.  Advantages I¸ k² e²² eÚ«eˆ²kÔe ¸ ‡akˆ¸akˆH Disadvantages Thk² ‡e¸hd k² ˆ¸ ²½k¸abe f® a®ge ®gaˆkäa¸kˆ² Iˆ ®de® ¸ ®e¸®keÔe kˆf®‡a¸kˆ «®eck²e da¸e² ‡½²¸ be ~ˆÕˆH Re¸®keÔkˆg kˆf®‡a¸kˆ caˆ be ¸k‡e]cˆ²½‡kˆg