The document discusses effective document filing systems and was presented at a 3-day workshop on productivity enhancement for secretaries. It covers various topics related to document filing including the importance of record keeping, types of records, information processing cycles, methods of filing, indexing, the record cycle, and storage of documents. The key aspects of effective filing systems discussed are classification, accessibility, simplicity, and ensuring important records are properly stored and retained.
Part 1 of a Training Course on Establishing An Institutional Records Management and Archival Collection Development Program for RVM Schools (held at the RVM Regional House, Singalong, Paco, Manila on 2002 Dec. 11-2 , at the RVM Regional House, Cebu on 2003 Jan. 24-25, at the RVM Regional House, Davao City on 2003 Feb. 28-March 1, and at the RVM Regional House, Cagayan de Oro City. on 2003 March 7-8
Part 1 of a Training Course on Establishing An Institutional Records Management and Archival Collection Development Program for RVM Schools (held at the RVM Regional House, Singalong, Paco, Manila on 2002 Dec. 11-2 , at the RVM Regional House, Cebu on 2003 Jan. 24-25, at the RVM Regional House, Davao City on 2003 Feb. 28-March 1, and at the RVM Regional House, Cagayan de Oro City. on 2003 March 7-8
Understanding records management print and electronicFe Angela Verzosa
lecture presented by Fe Angela M. Verzosa at the Seminar Workshop sponsored by De La Salle University- Dasmarinas, on 4 December 2014 at Luis Aguado Viewing Room, Aklatang Emilio Aguinaldo, DLSU-Dasmarinas, Cavite
Introduction to Records Management @ UNC-Chapel HillUNCrecman
This training module covers the basics of records management at UNC-Chapel Hill. It was created for records management liaisons and any other University employees who are interested in records management.
This presentation provides you with an overview of Electronic Records Management (ERM). The slides are from the AIIM ERM Certificate Program covering technologies and global best practices for managing electronic records.
This presentation is about the importance of records management. It also has the different types of records with also a video and a chart showing data.
presented at the three-day Seminar-Workshop on Effective Records Management held at the Carlos Dominguez Conference Hall, Ateneo de Zamboanga University, Zamboanga City, 2009 Mar 24-6
Our presentation about File System or Filing System, Procedure Filing System and little bit about Metadata Structure + Sample Digital Structure
Prepared By Arif Fahmi Fisal for PPL @INTRAedu
Electronic Records Management An OverviewKen Matthews
It's estimated that more than 90% of the records being created today are electronic. Coupled with the overwhelming growth of electronic messages - most notably e-mail and instant messaging - the management of electronic records has become a critical business issue. How that information is managed has significant business, legal, and technology ramifications. Ultimately, it doesn't matter what medium is used to create, deliver, or store information when determining if content is a record and should be managed accordingly. Electronic Records Management is not a total solution – it must work in concert with good records management programs, good agency business practices, and reliable information technology infrastructures.
This presentation is intended to provide a foundation to address the challenges of effective Electronic Records Management particularly, but not exclusively in a government context.
Understanding records management print and electronicFe Angela Verzosa
lecture presented by Fe Angela M. Verzosa at the Seminar Workshop sponsored by De La Salle University- Dasmarinas, on 4 December 2014 at Luis Aguado Viewing Room, Aklatang Emilio Aguinaldo, DLSU-Dasmarinas, Cavite
Introduction to Records Management @ UNC-Chapel HillUNCrecman
This training module covers the basics of records management at UNC-Chapel Hill. It was created for records management liaisons and any other University employees who are interested in records management.
This presentation provides you with an overview of Electronic Records Management (ERM). The slides are from the AIIM ERM Certificate Program covering technologies and global best practices for managing electronic records.
This presentation is about the importance of records management. It also has the different types of records with also a video and a chart showing data.
presented at the three-day Seminar-Workshop on Effective Records Management held at the Carlos Dominguez Conference Hall, Ateneo de Zamboanga University, Zamboanga City, 2009 Mar 24-6
Our presentation about File System or Filing System, Procedure Filing System and little bit about Metadata Structure + Sample Digital Structure
Prepared By Arif Fahmi Fisal for PPL @INTRAedu
Electronic Records Management An OverviewKen Matthews
It's estimated that more than 90% of the records being created today are electronic. Coupled with the overwhelming growth of electronic messages - most notably e-mail and instant messaging - the management of electronic records has become a critical business issue. How that information is managed has significant business, legal, and technology ramifications. Ultimately, it doesn't matter what medium is used to create, deliver, or store information when determining if content is a record and should be managed accordingly. Electronic Records Management is not a total solution – it must work in concert with good records management programs, good agency business practices, and reliable information technology infrastructures.
This presentation is intended to provide a foundation to address the challenges of effective Electronic Records Management particularly, but not exclusively in a government context.
Global Information Governance Cross-border Records Mana.docxshericehewat
Global Information
Governance:
Cross-border Records
Management the
Hard [copy] Way
A case study on new technology applied to persistent global
records management challenges
2
Introduction
Paper documents remain a staunch, if somewhat stodgy,
component of many global records management
inventories with fairly well understood business
challenges. Paper (hard copy) is an inflexible media type
that is frequently poorly indexed and organized. Such
documents are often hard to find and retrieve; and
typically, there is physical exertion and/or a service fee
involved to locate and recover the records.
Faced with regulatory and legal requirements, many
organizations find it difficult to determine whether
mounds of paper documents are too important to
throw away or too irrelevant to keep. These issues can
grow exponentially when documents are spread across
jurisdictions, especially when records decision-making lies
outside of a jurisdiction.
Are there benefits to maintaining the hard copy records
inventory more closely, and with more centralized
transparency? Absolutely, but those benefits are often
diffused across the organization and it becomes difficult
to translate the benefits in a hard dollar way. Further,
identifying records, indexing and performing other
operations to maintain the hard copy inventory can
be expensive. As a result, for many records managers,
proactively gaining global records inventory control
depends on reducing the cost to solve the problem; that
is, aligning the expenses of hard-copy remediation with
the benefits remediation provides. For many organizations,
however, it is difficult to determine the mix of business
process, subject matter proficiency, and technology that
allows for improved management of the global hard copy
inventory.
The Setting
A multi-national company maintains operations for
numerous functions (R&D, manufacturing, accounting,
distribution, and sales) in different countries. The company
decided to consolidate operations both within countries
and across global regions. This required significant
business and personnel realignment. The Information
Technology group took on the task of moving and
consolidating electronic data sources (a topic for another
case study). However, there was no clear vision regarding
how to manage hard copy documents during the transfer
consistently. This was problematic with anticipated site
closings, employee separations, and general disruption.
Further, regulatory mandates in many of the countries
required the company to maintain certain hard copy
records for tax, export controls, intellectual property,
safety compliance, and other purposes.
At the outset the business had to address several
questions. Where were the global sites located? What
organizational moves were going to be made? How will
these responses impact the records inventory moving
forward? The company needed to understand the hard
copy records at ...
Documentation Workbook Series. Step 5 Storing and Maintaining InformationAdrienne Bellehumeur
This booklet covers Step 6 Storing & Maintaining Information of the five-step documentation process (Step 1 – Capturing Information, Step 2 – Structuring Information, Step 3 – Presenting Information, Step 4 –Communicating Information, Step 5 – Storing and Maintaining Information). This booklet provides some basic tips, techniques, approaches and exercises for understanding and practicing how to store and maintain documentation effectively.
Learn how municipal lawyers should approach eDiscovery. It's no longer just handing over documents to your outside counsel. eDiscovery has become a challenge that requires coordination, collaboration, and planning.
In this webinar, hosted by Carswell and Clio, learn:
1. How eDiscovery knowledge brings value to legal departments and reduces eDiscovery costs
2. Best practices for managing eDiscovery
3. Managing litigation holds and discovery requests
4. Effective partnerships with general counsel – In-sourcing vs. outsourcing or hybrid model
5. How to use eDiscovery tools for document review
An exploratory study in airline and banking call centre in indonesia toward b...ijmvsc
As BPO firms plan to execute various types of processes in an offshore model, they face a host of decisions
regarding different resources. Amongst the most crucial resources for these processes is information
availability. Information is the vital connecting link between the client and the human and locational
resources of the BPO firms. Some Business Process Outsourcing (BPO) vendors are providing
Information Technology (IT) Enabled Process Outsourcing and Reengineering service to clients. IT
Enabled Process Outsourcing and Reengineering of tasks and reports printing function can result in the
strategic benefit of better customer response time derived from a dramatic decrease in cycle time. This
approach can result in significant cost savings. This paper sets out the issues in managing information in
two different contexts of Direct Customer Interaction and Routine back-office. By analyzing
communication, information retrieval and information distribution activities, it develops a framework for a
deeper exploration of each type of outsourcing.
EFFICIENCY MEETS ACCURACY IN M&A DUE DILIGENCE WITH VIRTUAL DATA ROOMS.pdfHome
By eliminating the hassles of physical document handling and lengthy email chains.State-of-the-art technology, intuitive user interface, powerful data management functionalities, and automated workflows of virtual data rooms enable efficient data discovery and review. Stay organized, ensure accuracy, and expedite due diligence by saving time with DocullyVDR.
Discussion -1 100 words with a reference. Records administrato.docxcharlieppalmer35273
Discussion -1 100 words with a reference.
Records administrators are at the cutting edge of overseeing peril for their associations — and their activity has been ready to deal with them (Smallwood, 2014). With complex maintenance plans and the approaching possibility of a review, record the executives incorporates a lot higher exertion than guaranteeing that papers are securely submitted. The three primary troubles in overseeing records are:
Making Records Easily Accessible: Knowing where a record is arranged and discovering it in an opportune manner is less difficult to state than done — particularly when you're searching for business-wide information. Associations can streamline the inquiry of records by: digitizing reports to be seen on PCs, tablets or cell phones, and utilizing spared scans for a specific kind of record to execute routine quests quickly.
Consistence with timetables of maintenance: Organizations have a wide assortment of record maintenance calendars relying upon the area where they are and the sort of archives included. Administrative organizations, for example, the Securities and Exchange Commission, the Financial Industry Regulatory Authority and, among others, the U.S. Division of Labor may force inflexible punishments for neglecting to keep the laws.
Security concerns: It is of primary significance to protect and preserve corporate documents, but consumers must have adequate access to formal documents in order to conduct daily company (Smallwood, 2014).
As per my opinion these are the major challenges while managing the records because it is the primary focus to be able to access the records and manage it according to the requirement and use, then only the record could be of any significance and security concern will always be the priority for any record manager always.
Reference
Smallwood, R. (2014). Information Governance: Concepts Strategies and Best Practices (pp. 149-151). New Jersey: Wiley.
Discussion -2 100 words with a reference.
What are the 3 biggest challenges in records management? Justify your choices.
Record and information management is one of the most critical business processes which ensures that important and relevant data and information is available for use. However, this process has some challenges and risks which may negatively impact an organization.
One of the challenges of records management is ensuring that records can be accessed easily. For documents to benefit the organization, essential data and information must be captured and stored in a process that we get back very quickly. This becomes a challenge especially when records are stored in different forms; i.e., digital and physical data making it challenging to establish an effective system of searching and locating various types of documents (Cecil, 2019).
The second challenge in record management is the volume of data and information which should be stored for future and present use. Different records in the organization are consid.
Surviving Technology 2009 & The ParalegalAubrey Owens
Talking technology with Paralegal Studies Students at J. Sargent Reynolds Community College on February 25, 2009. Using Software as a Solution for information mangament through trial presentation.
Bollini, Andrea, Ballarini, Emanuele, Buso, Irene, Boychuk, Mykhaylo, Cortese, Claudio, Digilio, Giuseppe, Fazio, Riccardo, Fiorenza, Damiano, Giamminonni, Luca, Lombardi, Corrado, Maffei, Stefano, Negretti, Davide, Orlandi, Sara, Pascarelli, Luigi Andrea, Perelli, Matteo, Scancarello, Immacolata, Scognamiglio, Francesco Pio, & Mornati, Susanna. (2022, June 8). DSpace-CRIS, anticipating innovation. Open Repositories 2022 (OR2022), Denver, Colorado. Zenodo. https://doi.org/10.5281/zenodo.6733234
DSpace-CRIS is the first open source CRIS/RIMS platform in the world. In 2022 the project will reach is 10th anniversary since the first open-source release of the version 1.8.2 alfa took place in November 2012.
Technically it is a fork of the DSpace platform, but the two communities have always walked together with the aim of bringing all the general purposes features of DSpace-CRIS to the main community. With version 7 and, especially, with the introduction of configurable entities in DSpace, the gap between these two "cousin" projects has been drastically reduced. However, thanks to the DSpace-CRIS community's increased experience in dealing with very complex use cases that have only recently found their way into “simple” DSpace, there are still many areas where DSpace-CRIS provides more advanced and still unique functionalities.
The presentation will summarize unique features and characteristics of DSpace-CRIS over DSpace in 7 minutes.
Saa Session 502 Born Digital Archives in Collecting RepositoriesAIMS_Archives
Digital archivists from the Universities of Hull (UK), Stanford, and Yale currently are collaborating on an Andrew W. Mellon Foundation-funded project. Born-Digital Collections: An Inter-Institutional Model for Stewardship (AIMS) will produce a common framework for managing born digital archives. Each digital archivist presents a short case study to cover areas of workflow for electronic records: collection development, accessioning, arrangement and description, and discovery and access.
This slideshow was used in a Research Data Management Planning course taught at IT Services, University of Oxford, on 2016-02-08. It provides an overview of the elements of a data management plan, plus an introduction to some tools that can be used to build one. (The presentation has been very slightly edited: references to resources provided to course participants have been replaced with web links.)
A Strategic Approach: GenAI in EducationPeter Windle
Artificial Intelligence (AI) technologies such as Generative AI, Image Generators and Large Language Models have had a dramatic impact on teaching, learning and assessment over the past 18 months. The most immediate threat AI posed was to Academic Integrity with Higher Education Institutes (HEIs) focusing their efforts on combating the use of GenAI in assessment. Guidelines were developed for staff and students, policies put in place too. Innovative educators have forged paths in the use of Generative AI for teaching, learning and assessments leading to pockets of transformation springing up across HEIs, often with little or no top-down guidance, support or direction.
This Gasta posits a strategic approach to integrating AI into HEIs to prepare staff, students and the curriculum for an evolving world and workplace. We will highlight the advantages of working with these technologies beyond the realm of teaching, learning and assessment by considering prompt engineering skills, industry impact, curriculum changes, and the need for staff upskilling. In contrast, not engaging strategically with Generative AI poses risks, including falling behind peers, missed opportunities and failing to ensure our graduates remain employable. The rapid evolution of AI technologies necessitates a proactive and strategic approach if we are to remain relevant.
The French Revolution, which began in 1789, was a period of radical social and political upheaval in France. It marked the decline of absolute monarchies, the rise of secular and democratic republics, and the eventual rise of Napoleon Bonaparte. This revolutionary period is crucial in understanding the transition from feudalism to modernity in Europe.
For more information, visit-www.vavaclasses.com
Model Attribute Check Company Auto PropertyCeline George
In Odoo, the multi-company feature allows you to manage multiple companies within a single Odoo database instance. Each company can have its own configurations while still sharing common resources such as products, customers, and suppliers.
2024.06.01 Introducing a competency framework for languag learning materials ...Sandy Millin
http://sandymillin.wordpress.com/iateflwebinar2024
Published classroom materials form the basis of syllabuses, drive teacher professional development, and have a potentially huge influence on learners, teachers and education systems. All teachers also create their own materials, whether a few sentences on a blackboard, a highly-structured fully-realised online course, or anything in between. Despite this, the knowledge and skills needed to create effective language learning materials are rarely part of teacher training, and are mostly learnt by trial and error.
Knowledge and skills frameworks, generally called competency frameworks, for ELT teachers, trainers and managers have existed for a few years now. However, until I created one for my MA dissertation, there wasn’t one drawing together what we need to know and do to be able to effectively produce language learning materials.
This webinar will introduce you to my framework, highlighting the key competencies I identified from my research. It will also show how anybody involved in language teaching (any language, not just English!), teacher training, managing schools or developing language learning materials can benefit from using the framework.
Embracing GenAI - A Strategic ImperativePeter Windle
Artificial Intelligence (AI) technologies such as Generative AI, Image Generators and Large Language Models have had a dramatic impact on teaching, learning and assessment over the past 18 months. The most immediate threat AI posed was to Academic Integrity with Higher Education Institutes (HEIs) focusing their efforts on combating the use of GenAI in assessment. Guidelines were developed for staff and students, policies put in place too. Innovative educators have forged paths in the use of Generative AI for teaching, learning and assessments leading to pockets of transformation springing up across HEIs, often with little or no top-down guidance, support or direction.
This Gasta posits a strategic approach to integrating AI into HEIs to prepare staff, students and the curriculum for an evolving world and workplace. We will highlight the advantages of working with these technologies beyond the realm of teaching, learning and assessment by considering prompt engineering skills, industry impact, curriculum changes, and the need for staff upskilling. In contrast, not engaging strategically with Generative AI poses risks, including falling behind peers, missed opportunities and failing to ensure our graduates remain employable. The rapid evolution of AI technologies necessitates a proactive and strategic approach if we are to remain relevant.
Instructions for Submissions thorugh G- Classroom.pptxJheel Barad
This presentation provides a briefing on how to upload submissions and documents in Google Classroom. It was prepared as part of an orientation for new Sainik School in-service teacher trainees. As a training officer, my goal is to ensure that you are comfortable and proficient with this essential tool for managing assignments and fostering student engagement.
Operation “Blue Star” is the only event in the history of Independent India where the state went into war with its own people. Even after about 40 years it is not clear if it was culmination of states anger over people of the region, a political game of power or start of dictatorial chapter in the democratic setup.
The people of Punjab felt alienated from main stream due to denial of their just demands during a long democratic struggle since independence. As it happen all over the word, it led to militant struggle with great loss of lives of military, police and civilian personnel. Killing of Indira Gandhi and massacre of innocent Sikhs in Delhi and other India cities was also associated with this movement.
Welcome to TechSoup New Member Orientation and Q&A (May 2024).pdfTechSoup
In this webinar you will learn how your organization can access TechSoup's wide variety of product discount and donation programs. From hardware to software, we'll give you a tour of the tools available to help your nonprofit with productivity, collaboration, financial management, donor tracking, security, and more.
1. Dr. Gambari, A. Isiaka
E-mail: gambari@futminna.edu.ng
Website: www.gambariisiaka.com
Blogsite: www.drgambari.com
EFFECTIVE DOCUMENTS FILLING
SYSTEMS
A Paper Presented at a 3-Day Workshop on Productivity
Enhancement For Secretaries, Held at Edgedrive Hotels,
Lokoja, Kogi State.
28th October – 1st November, 2013
2. Objectives
At the end of this presentation, you should be able
to:
Explain the Importance of record keeping in the
office;
Identify various types of records;
Describe information processing cycles;
Explaining the importance of filling documents
List some essentials of good filling system
List and discuss pros and cons of different methods
of filling
Explain the record cycle
Storage and security of records
jharun@utm.my
2
3. What is a Record?
Record is a written account of an event about
individual(s), things or place.
a written document about an action that has
already taken place or an event that will happen
in future.
Records are made up of information pertaining to
the series of purchases and sales
records, contract deed etc.
jharun@utm.my
3
4. Cont…
A larger percentage of the working time of the
office personnel are usually occupied with office
records.
The most important aspect of keeping record in
the office is for decision making as well as for
future reference.
Management, means the act of proper utilization
of resources both human and material towards
achieving the organizational goals and
objectives.
jharun@utm.my
4
5. The Importance of Record Keeping in the
Office
(a) It enables the management to ascertain the
present status of the institution/organization and to
be able to project into the future, e.g. staff
strength, expansion of the business, etc.
(b) Financial position of the organization is
determined.
(c) Records kept in the office serves as a guide
during the transfer of baton.
(d) It provides information about the employee
such as qualifications, date or birth, salary grade
levels, promotion and demotion and so on.
jharun@utm.my
5
6. Cont…
(e) It enables the organization to know its financial
obligations such as those it is indebted to and
those that are indebted to the organization or
institution.
(f) To make comparison from period to
period, e.g., profit margins of different product
lines or the performance of different firms
operating in the same line of business.
(g) Records kept in the organization help to
facilitate the detection of errors, frauds and
wastes.
jharun@utm.my
6
7. Various Types of Records
(i) Financial Records: These types of records deal
purely with figures such as
sales, purchases, provision of services, annual
reports and financial statements about the
organization etc.
(ii) Record of Deeds: This includes
tenders, contract agreements, execution
(iii) Personnel Records: The staff records include
employment, emolument
promotions, termination, retirement etc.
(iv) Students Records: These include
admission, registration, examination, graduation,
expulsion etc
jharun@utm.my
7
8. Cont…
(v) Letters of enquiry, invitation, facilitation,
excursion etc from customers and
companies/organizations and/or to outside
institutions.
(vi) Academic records for monitoring students’
progress
(vii) Medical Records for patients which entails the
medical history of the concerned individual
(viii) Records Pertaining to vehicle Registrations
can be found in the incensing offices across the
federation.
(ix) Records about land development and
physical structures are found in the land offices
jharun@utm.my
8
10. Information Processing Cycles
This is a chain of activities involves in getting raw
data converted to refined information that would
be ready for final consumption.
Processing cycle involves the following:
(a) Input: This is an act of getting raw data/facts
into the computer system by way of typing with
the means of keyboard.
(b) Processing: Is that of refining the raw data or
pieces of facts that had earlier been keyed into
the computer system through some manipulative
functions.
jharun@utm.my
10
11. Cont…
(c) Output: This is the piece of refined information
or document gotten as a result of series of
processing activities that had been performed on
the system.
(d) Distribution: Means passing the already
processed information to the needy
persons, bodies or organizations etc for decision
making and policy implementation
(e) Storage and Retrieval: By ensuring safety of the
already processed information for future need or
reference whenever the need arises.
jharun@utm.my
11
14. What is meant by Filing?
Filing is a process of systematic classification and
arrangement of records so that they can be kept
safe and be obtainable or retrieved with
minimum delay for decision making whenever
the need arises.
jharun@utm.my
14
1
15. Importance of Filling Documents
(i)security and preservation of documents over a
very long period of time.
(ii) It enables the information to be made readily
available when the need arises.
(iii) It ensures that information are only gotten
through the right channels.
(iv) It tells about how well organized the institution or
organization concerned is.
(v) It helps in safeguarding the assets of the
organization.
jharun@utm.my
15
16. Essentials of Good Filling System
(a) Compactness: Files must not occupy spaces
unnecessarily, for office spaces are very costly
and invaluable.
(b) Accessibility: The location of files must be
made easily reachable; one should not resort to
the use of ladder or table before gaining access
to a particular files or document.
(c) Simplicity: The system chosen should be made
simple for employees to understand without much
stress. Even, a new employee should be able to
comprehend the system without any stress.
jharun@utm.my
16
17. Cont…
(d) Economy: This is to say that, any system
adopted must not be too costly either to install or to
operate.
(e) Elasticity: The system to be adopted should be
able to accommodate more files as the
organization concerned grows and more files are
opened.
(f) Location: The files should always be located
with minimum delay at all times. i.e by devising the
use of index and other guiding means.
(g) Classification: The most suitable method of
classification should be considered and employed
for example; central or departmental filing as the
17
jharun@utm.my
situation may demand.
19. Alphabetical Filling
(1) Alphabetical Filling: e.g A, B, C, D, etc
Advantages
(i) Convenience in grouping by the names or captions that
can be found on the individual files.
(ii) very simple and easy to understand
(iii) It gives a useful provision for miscellaneous files
Disadvantages
(i) Require much time to locate a particular file at times in a
big organization
(ii) It is usually very difficult to forecast space required to
accommodate a particular alphabet
(iii) Misplaced file may cause confusion and much time to
trace
(iv) Similarity in names can result into confusion
jharun@utm.my
19
20. Numerical Filing
Numerical Filing: With numerical method, each
folder is given a number and the folders are
arranged and stored in strict numerical order.
Advantages
(i)There is greater accuracy in filing documents
(ii) The index is complete list of the files and can be
used for other purposes
(iii) The files numbers can be used as reference in
letters
(iv) This method of filling does not take much time to
be understood by the new comer.
jharun@utm.my
20
21. Cont…
Disadvantages
(i)More time is usually required in reference to the
index cards
(ii) Files for miscellaneous papers are not so easy to
arrange.
(iii) The cost of index and space take up might be
enormous
(iv) Transposition of figures would cause a lot of
problem e.g 12334 instead of 12324.
jharun@utm.my
21
22. Geographical Filing
Geographical Filing: The geographical method of
filling broadly categorizes files according to
place, town or location of correspondence.
Advantages
(i)Convenience in locating files once the
geographical location is known
(ii) Direct filing is always possible
(iii) One get know easily geographical area house
his volume of customers.
Disadvantages
(i)Problems exist where the filling clerk has a poor
knowledge of geography
(ii) There may be need for indexing
jharun@utm.my
22
23. Subject Filing
Subject Filing: This method is the grouping of files
together according to the subject matter or by
topical name of the correspondence in question.
Advantages
(i)There is always room for unlimited expansion of
files
(ii) Convenience for reference if the subject is known
(iii) It provides complete information about a
particular subject.
Disadvantages
(i)Difficulty in classifying documents
(ii) Liberal cross reference may still be required
jharun@utm.my
23
24. Chronological Filing
Chronological Filing: is the placing of individual
papers in files according to their dates of receipt.
Advantages
(i)The method is quite simple if the dates are known
or remembered
(ii) This is good for overall classification, for
example, correspondence could be separated
based on different years.
Disadvantages
(i)The method could be unsuitable if dates are not
known or remembered
(ii) Incoming letters might have to be separated
from the outgoing files.
jharun@utm.my
24
25. What is Indexing?
Indexing is a device put in place in order to
facilitate the location of record kept in different
files.
The index may be kept separately from the record
to which it refers to.
Alternatively, the other hand that is to say the
records themselves may be so arranged as to be
self-indexing.
jharun@utm.my
25
26. File follow-up
FFU means the act of seeing that the file is being
attended to by the officer(s) concerned and all
the necessary actions are taken on the file.
Justification
(a) To avoid a file waiting for too long without being
attended to.
(b) This will minimize the loss of files.
(c) If the file is to be seen by more than one
personnel, it will certainly quicken the process
and a few more.
jharun@utm.my
26
28. The Record Cycle
As the name implies, this is the 3600 of the records
either generated within the office or that are
received by the office in order to ensure
successful running of the entire organization. This is
further divided into five segments known as
follows:
1. Creation
2. Survey and Use
3. Storage and Retention
4. Transfer
5. Disposal
jharun@utm.my
28
30. 2.
Survey and Use
In order to manage a department very well, a
manager must be acquainted with the
personnel, equipment and information system for
which he or she is responsible.
Hence, he must be able to manage the records
under his jurisdiction, especially very important
ones operating at the inter-departmental
channels.
jharun@utm.my
30
31. 3.
Storage and Retention
This entails, the type of record that should retained
and also for how long. This aspect is further
divided into four classes, namely:
(a) Vital Records: Records that cannot be
replaced if carelessly misplaced. E.g., certificate
of registration of business, legal documents, tax
returns and many more, hence, must be kept in
very active storage;
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32. Important Records
(b) Important Records: Are records that are very
necessary for the orderly running and continuation
of the business. When such document get
missing, they could only be replaced after
considerable difficulty, time and
money, examples of such documents are
financial statements, sales data, purchases
records etc. these may be transferred to inactive
storage.
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33. (c)
Useful Records:
(c) Useful Records: Are records that are useful for
the smooth and effective operations of the
business or organization. Such record are
replaceable, but their loss would bring some
delay and inconvenience for the organization.
Example of such records are business letters,
interoffice memos, banks statements and a few
more.
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34. (d) Non-essential Records
(d) Non-essential Records: Are records that have
no predictable value for the future of the
organization. Once the purpose for which they
were meant have been fulfilled, such records can
be destroyed. Examples are simple
acknowledgements, public holiday notices, and
season’s greeting and so on and so forth.
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35. 4.
Transfer
There are two methods of transferring files from
active storage to inactive storage.:
(i) The perpetual method, meaning constant
transfer of materials from active storage to
inactive storage.
(ii) the periodic method, which has to do with
transfer of records from active storage to inactive
storage at specific intervals e.g quarterly, half a
year or on annual basis.
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36. 5.
Disposal
This is used to indicate the final action that has
been recommended on the retention schedule for
a particular record, i.e vital, important, useful or
non-essential records.
Retention schedule
(a) Inactive records: If a record is referred to less
than fifteen times in a year, it is said to be inactive.
(b) Semi-active record: If a record is used twice in
a mouth, it can be considered as semi-active and
should be stored in a less accessible drawer.
(c) Active record: If a record is used three or more
time a mouth the record is considered to be
active.
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38. Storage
This is an aspect of keeping documents or other
equipment in a safer place so as to avoid
wastage or spillage.
Today, there are several systems available to
offices and organizations such as: Computer
system, Flash, Handset, CD-ROM, etc.
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39. Computer system
Computer system is the electronic machine that is
capable of receiving data as raw input and be able to
process the data at a very fast rate and then provide
result as an output.
Advantages
(i)The information or document can easily be assessed
once the file name is known.
(ii) The system does not occupy too much flow space
like is the case with cabinets.
(iii) The documents can be preserved over a very long
period of time, as far as the system remains functional.
(iv) It can only be assessed by the authorized individuals
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40. Cont…
Disadvantages
(i)The system is liable to attack by the virus unless
anti-virus is installed.
(ii) It is susceptible to fire or water
(iii) Unavailability of power or UPS would make the
document not accessible
(iv) Any information that is not backed up could be
lost forever.
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41. (b). Flash
This is small object that is used to copy and
transfer information from one computer system to
another system within the same environment or
over a distance without much stress.
Advantages
(i)It is very portable or convenient
(ii) Document can be reproduced over a distance
without much stress
(iii) Some do possess large memory capacity
(iv) It is usually affordable
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42. Cont…
Disadvantages
(i)It is prone to attack by virus
(ii) It is liable to theft or loss
(iii) It is susceptible to destruction whether by water
or excessive heat
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43. (c). CD-ROMS
This is a small round plastic plate also used in
copying information from one computer system to
another system. Sometime, this is equally
designed by the manufacturer or the computer
itself housing certain information about the
programs incorporated in the system.
Advantages
(i)It has some level of durability
(ii) Immune to virus attack
(iii) It is very portable
(iv) Not too expensive
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44. Cont…
Disadvantages
(i)It is prone to theft or loss
(ii) It is very fragile
(iii) Can easily be destroyed through excessive heat
or five
(iv) Any crack on it could render it unusable.
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45. (d). Office Files
These are folders made up of paper material that
are used to house document in the offices and
also to convey written documents from office to
another.
Advantages
(i)It is costless
(ii) It had durability
(iii) Can easily be comprehended by low level
educated personnel
(iv) Has one hundred percent virus immunity.
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46. Cont…
Disadvantages
(i)So much floor space is usually up e.g file cabinets.
(ii) Can attract so such dust most especially when
not constant use
(iii) Can be destroyed by water or fire
(iv) It is subject to misplacement or theft.
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47. (f).
Handset
This is an object used for communication between
individuals over a distance.
At the same time the handset has the facilities to
store certain information such as text messages,
record voices, videos and a few more.
Some handsets can be backed up with the aid of
memory card in order to be able to store very
large volume of information such as project,
seminar (USB) etc.
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48. Cont…
Advantages
(i)It is very portable
(ii) Ensures security of information, because it cannot
easily be comprehend by all
(iii) Some do possess very large memory capacity
(iv) It could be supported by external memory aid.
Disadvantages
(i)It can easily be misplaced, lost, damaged or even
stolen.
(ii) Some could be very expensive
(iii) Low battery charge can mars its operation.
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50. Security
In a layman language, security means freedom or
protection from danger, threat, theft or worry.
So security of document means measures
adopted by individuals, institutions or organization
to safe-guard their documents or equipment from
falling into the hands of the unauthorized persons.
However, there are several security measures that
are available to organization as per how to keep
records very safe from unauthorized individuals.
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51. Security Measures
Among such measures are:
(i)Very sensitive documents must be secured under
lock and key.
(ii) Separate store could be created to house certain
sensitive documents with reasonable security
(iii) Trust-worthy persons should be charged with the
responsibility of looking after certain category of
documents.
(iv) Use of passwords should be encouraged while
filling records on the computer system.
(v) Unauthorized pertaining to some individuals or
organization and a many more
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52. Securing Electronic Documents
Computer virus is a great threat to electronic
documents
A computer virus is a computer program (codes)
that can replicate itself and spread from one
computer to another.
A Virus is not a program itself but is computer
code that is written into a legitimate document or
program.
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53. Virus Properties
Your computer can be infected even if files are just
copied
Viruses can be polymorphic
Viruses can be memory/Non memory resident
A virus can be a stealth virus (attach themselves to
files on the computer, and then attack the
computer)
Viruses can carry other viruses and infect a
system, and infect with the other viruses as well
Viruses can make the system never show outward
signs (hide changes made)
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54. Cont…
Viruses can stay on the computer even if the
computer is formatted
Avoiding bait files and other undesirable hosts
(file created by anti-virus software)
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55. How Viruses May Infect Files
Viruses can infect any files, however they usually
attack .com, .exe, .sys, .bin, .pif or any data files.
Viruses can increase the file’s size
Viruses can delete files as the files are run
Viruses can corrupt files randomly
Viruses can convert .exe files to .com files
Viruses can reboot the computer when a file is run
Polymorphic properties (replicate itself)
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56. Various Kind of Viruses
(i) Trapdoor:
it attack a computer through bypassing normal
protection mechanism. Via software update.
(ii) Logic Bomb:
This is an insider attack in a code segment and is
written by an employee in which after sometimes
if its password is not supplied, the program
explodes.
(iii) Trojan horses:
Trojans is one of the ways a hacker can gain
access to a target system.
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57. Cont…
(iv) Worms:
A computer worm is a lot like a virus, it spread
from computer to computer via networks.
(v) Zombie
Is an independent program that secretly takes
over a system and uses that system to launch
attacks on other systems
(vi) Bacteria
A program that repeatedly copy itself which do
not seem to cause any harm to the system but
rather consume resources by delaying its
functions e.g. DOS attack.
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58. Ways to Avoid Viruses
Install Quality Antivirus
Install Real-Time Anti-Spyware Protection (antispyware programs are required to prevent
infections and fully remove those infections
already present.)
Don’t be tricked into downloading malware
Keep your anti-malware and computer up to date
Perform daily scans
Disable autorun
Turn on the firewall (to filter unwanted
documents).
Surf smart
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