EFFECTIVE DOCUMENTS FILLING SYSTEMS Dr. Gambari, A. Isiaka E-mail: [email protected]Website: www.gambariisiaka.com Blogsite: www.drgambari.com A Paper Presented at a 3-Day Workshop on Productivity Enhancement For Secretaries, Held at Edgedrive Hotels, Lokoja, Kogi State. 28 th October – 1 st November, 2013
The paper discussed "Effective Document Filling Systems" in a corporate organization
Welcome message from author
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
EFFECTIVE DOCUMENTS FILLING SYSTEMS
EFFECTIVE DOCUMENTS FILLING SYSTEMS
Dr. Gambari, A. IsiakaE-mail: [email protected]: www.gambariisiaka.com
Blogsite: www.drgambari.com
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
(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.
(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.
(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
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.
(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.
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.
(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.
(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 situation may demand.
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. Creation2. Survey and Use3. Storage and Retention4. Transfer5. Disposal
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.
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;
(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.
(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.
(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.
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.
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.
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
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
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
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
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.
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.
Viruses can infect any files, however they usually attack .com, .exe, .sys, .bin, .pif or any data files.
Viruses can increase the file’s sizeViruses can delete files as the files are runViruses can corrupt files randomlyViruses can convert .exe files to .com filesViruses can reboot the computer when a
file is runPolymorphic properties (replicate itself)
(iv) Worms: A computer worm is a lot like a virus, it spread from computer to computer via networks.
(v) ZombieIs an independent program that secretly takes over a system and uses that system to launch attacks on other systems
(vi) BacteriaA 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.