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FILING SYSTEM
By
Muhammad Nawaz Khalid Arbi
Director (Admin)
PROVINCIAL DISASTER MANAGEMENT
AUTHORITY
A Challenge
Please write - one sentence :
What is a file
A file is a set of letters and other communications,
documents etc. on a particular subject which are
arranged properly an...
Every file consists of two
parts:-
 Correspondence Portion
 Notes Portion
Every File is given:
 A suitable title
 An...
 An approved list of Standard
Heads or Main Heads
 Sub-heading
 One subject one file
 Allotment of a suitable number
H...
 The number of a file should indicate
 The section to which file pertains
 The serial number of the main list of headin...
 Every file shall be given:-
(i) a suitable subject title; and
(ii) an appropriate number;
 Every Section shall maintain...
The main subject headings shall be split into
appropriate sub-headings. For example, under
the main heading `Recruitment o...
RECRUITMENT OF STAFF ---CLERKS
The number of each file will indicate:-
(i) The Section to which the file pertains.
(ii) Th...
 Paging
 Page numbering
 Referencing
 Cross referencing
 Page limit
 Volumes of files
 Part file
 Linking of files...
Paragraph numbers
Reference to notes
Referencing
Blank sheets/courtesy sheet
Use of red ink
NOTES PORTION
 Notes on the case
 Draft for approval, if any
 Correspondence part containing PUC
 Files of previous proceedings
 Pr...
Definition
Purpose
Parts of an index
Title
The head
The sub-head
The contents
The file number
INDEXING
 Definition
 Procedure for recording a file.
 Extracts of decisions ,orders and advices
 Ensure that no further action...
 Category A
 permanent files to be printed
 Category B
 Permanent files not to be printed.
 Category C
 Life 10 to 1...
PUC Paper under consideration
DFA Draft for approval
Corr: Correspondence
N Noting
S.O. Section Officer
D.S Deputy Secreta...
Filing system
Filing system
Filing system
Filing system
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Filing system

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Filing system

  1. 1. 1
  2. 2. { FILING SYSTEM By Muhammad Nawaz Khalid Arbi Director (Admin) PROVINCIAL DISASTER MANAGEMENT AUTHORITY
  3. 3. A Challenge Please write - one sentence : What is a file
  4. 4. A file is a set of letters and other communications, documents etc. on a particular subject which are arranged properly and kept together in an orderly manner in a folder or cover and assigned a number is collectively called a file. INTRODUCTION
  5. 5. Every file consists of two parts:-  Correspondence Portion  Notes Portion Every File is given:  A suitable title  An appropriate number PARTS AND SHAPES OF FILES
  6. 6.  An approved list of Standard Heads or Main Heads  Sub-heading  One subject one file  Allotment of a suitable number HOW TO OPEN A NEW FILE
  7. 7.  The number of a file should indicate  The section to which file pertains  The serial number of the main list of headings  The serial number of the sub-heading  The year in which file is opened ASSIGNING FILE NUMBER
  8. 8.  Every file shall be given:- (i) a suitable subject title; and (ii) an appropriate number;  Every Section shall maintain an approved list of main subjects, e.g. in a Section dealing with establishment matters:  (i) Recruitment of Staff (ii) Leave and Transfer (iii) Pension, etc.
  9. 9. The main subject headings shall be split into appropriate sub-headings. For example, under the main heading `Recruitment of Staff’, the sub-heading may be:- (i) Stenographers (ii) Typists (iii) Clerks (iv) Naib Qasids, etc. The subject title of the file dealing with the recruitment of Clerks will then be:-
  10. 10. RECRUITMENT OF STAFF ---CLERKS The number of each file will indicate:- (i) The Section to which the file pertains. (ii) The serial number of the main list of headings. (iii) The serial number of the sub-heading, (iv) The year in which the file is opened.
  11. 11.  Paging  Page numbering  Referencing  Cross referencing  Page limit  Volumes of files  Part file  Linking of files  Amalgamation of part files CORRESPONDENCE PORTION
  12. 12. Paragraph numbers Reference to notes Referencing Blank sheets/courtesy sheet Use of red ink NOTES PORTION
  13. 13.  Notes on the case  Draft for approval, if any  Correspondence part containing PUC  Files of previous proceedings  Precedents ,if any  Policy HOW TO ARRANGE PAPERS ON A CASE
  14. 14. Definition Purpose Parts of an index Title The head The sub-head The contents The file number INDEXING
  15. 15.  Definition  Procedure for recording a file.  Extracts of decisions ,orders and advices  Ensure that no further action is required.  Remove and destroy all irrelevant  Transfer notes to correspondence part.  Determine the classification of files. RECORDING
  16. 16.  Category A  permanent files to be printed  Category B  Permanent files not to be printed.  Category C  Life 10 to 15 years  Category D  Life up to 10 years. CLASSIFICATION OF FILES
  17. 17. PUC Paper under consideration DFA Draft for approval Corr: Correspondence N Noting S.O. Section Officer D.S Deputy Secretary A.S. Additional Secretary Secy. Secretary D.G. Director General NFA No further action A.D. Administrative Department C.R. Character Roll Deptt. Department L.F. Linked file L.P.R. Leave Preparatory to Retirement O/c Office copy O.O Office Order P.P.O. Pension Paper Order P.P. Previous Paper ABBREVIATIONS

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