Office Practice · Lesson 10

Methods, systems and classification of filing, equipment and records management

WAECNECO

What the syllabus asks

WAEC: definition; methods (centralised and departmental); systems (vertical, lateral, electronic); classifications (alphabetical, chronological, numerical, geographical, alpha-numerical, subject); purposes; steps; equipment; types of files. Extends cm9.4.

NECO: definition; methods (centralised and departmental); systems (vertical, lateral, electronic); classifications (alphabetical, chronological, numerical, geographical, alpha-numerical, subject); purposes; steps; equipment; types of files. Extends cm9.4.

What you will learn

Define filing and state its purposes.
State the qualities of a good filing system.
Compare centralised and departmental filing.
Describe vertical, lateral and electronic filing systems.
Explain and apply each classification, including alphabetical rules.
List and explain the steps in filing.
Describe filing equipment and types of files.
Explain file control, retention and electronic records management.

Key points

Filing keeps records safe and quickly retrievable.
Good systems are simple, secure, economical, flexible and compact.
Centralised: control and uniformity; departmental: speed and convenience.
Vertical: drawers; lateral: shelves; electronic: computer storage.
Alphabetical: surname first, letter by letter, nothing before something.
Numerical: expandable and confidential but needs an index.
Chronological by date; geographical by place; subject by topic.
Steps: release, index, code, cross-reference, sort, store.
Equipment: cabinets, folders, box and lever-arch files, card index, plan chest.
Control files with registers, out guides, BF and retention schedules.

Start here: Meaning and purposes of filing

Filing is the process of classifying, arranging and storing documents and records in an orderly way, in suitable containers or systems, so that they are kept safe and can be found quickly when needed. A file is a folder, binder or electronic container that holds related documents. The registry (records office) is the section responsible for filing in most Nigerian public offices.

Filing is often called the memory of the organisation: without good filing, records exist but cannot be found, which is almost as bad as not having them.

Purposes (importance) of filing

Safe keeping: protects documents from loss, theft, fire, water, dust, insects and rodents.
Quick retrieval: documents are found quickly when required, saving time.
Reference: past letters, contracts and decisions guide present action and ensure consistency.
Evidence: records can be produced in court, to auditors, tax authorities and investigators.
Legal compliance: laws require some records to be kept for stated periods (accounts, tax, employment records).
Tidiness: desks are cleared, giving a neat and efficient office.
Continuity: a new officer can continue work by reading the file.
Confidentiality: access to sensitive records can be controlled.
Planning and control: records provide data for decisions.

Qualities of a good filing system

Simple: easy to understand and operate.
Accessible / quick retrieval.
Safe and secure: protects records and confidentiality.
Economical: in space, equipment and staff time.
Flexible / elastic: can expand as records grow.
Suitable for the type of records and organisation.
Compact: uses little floor space.
Has cross-referencing and indexing where necessary.
Has a retention and disposal policy, so that dead files do not clog the system.

Filing and records management

Filing is part of a wider activity called records management: controlling records throughout their life cycle, from creation or receipt, through active use and storage, to final disposal or permanent preservation in archives. A good filing system therefore answers not only “where do I put this?” but also “how long do we keep it, who may see it, and what happens to it at the end?”

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Practice questions

1. Filing means

keeping documents in an orderly way for easy retrieval
destroying old papers
typing letters
sending mail

Show answer

A: keeping documents in an orderly way for easy retrieval
Definition.

2. Under “nothing before something”, which comes first?

Okon E.
Okon Emmanuel
Okonkwo A.
Okon

Show answer

D: Okon
Surname alone first.

3. Which comes last alphabetically?

Okon E.
Okon Emmanuel
Okonkwo A.
Okon

Show answer

C: Okonkwo A.
Longer surname after Okon.

4. The correct order is

Ilorin, Ikeja, Ife, Ibadan
Ibadan, Ife, Ikeja, Ilorin
Ife, Ibadan, Ikeja, Ilorin
Ikeja, Ilorin, Ibadan, Ife

Show answer

B: Ibadan, Ife, Ikeja, Ilorin
Second letters b, f, k, l.

5. Numerical filing needs

an alphabetical index
no index
geographical guides
a franking machine

Show answer

A: an alphabetical index
To find the number.

Key words

Filing: Classifying, arranging and storing documents.
Registry: Records office holding files.
Centralised filing: All files kept in one central registry.
Vertical filing: Files upright in drawers.
Lateral filing: Files side by side on shelves.
Electronic filing: Documents stored as computer files.
Index: List linking names to file numbers.
Terminal-digit: Numbers filed by their last digits first.
Cross-reference: Note filed under a second heading.
Out guide: Card marking a borrowed file’s place.
Bring-forward: System returning files on set dates.
Retention schedule: Rules for how long records are kept.

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