1. The document provides guidance on establishing and maintaining an effective filing system for organizing documents and correspondence. 2. It explains how to properly open a new file, including assigning a title and number that indicates the section, main heading, sub-heading, and year. 3. Details are given on arranging papers in a file, with the correspondence portion containing referenced paragraphs and notes on the case, and the notes portion containing drafts, precedents, and previous proceedings. Abbreviations commonly used in filing systems are also defined.

1. 1

2. {
FILING SYSTEM
By
Muhammad Nawaz Khalid Arbi
Director (Admin)
PROVINCIAL DISASTER MANAGEMENT
AUTHORITY

3. A Challenge
Please write - one sentence :
What is a file

5. 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

6. 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

7.  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

8.  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

9.  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.

10. 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:-

11. 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.

12.  Paging
 Page numbering
 Referencing
 Cross referencing
 Page limit
 Volumes of files
 Part file
 Linking of files
 Amalgamation of part files
CORRESPONDENCE PORTION

13. Paragraph numbers
Reference to notes
Referencing
Blank sheets/courtesy sheet
Use of red ink
NOTES PORTION

14.  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

15. Definition
Purpose
Parts of an index
Title
The head
The sub-head
The contents
The file number
INDEXING

16.  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

17.  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

18. 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