Chapter 8: Filing and Records Management
2. Chapter 9: Meetings and Conferences
3. Chapter 10: Organising Travel and Accommodation Arrangement
4. Chapter 11: Human Relations in Business
5. Chapter 12: Time Management
6. Chapter 13: Selecting Office Personnel
7. Chapter 14: Leadership
Administrative Office Procedure & Management
Chapter 8: Filing and Records Management
A. Foundational Concepts
● Filing Defined: The process of classifying and arranging records systematically so that they are
safely stored but, more importantly, quickly retrieved or located when needed.
● Records Management Defined: The systematic control of the creation, distribution, maintenance,
retention, preservation, retrieval, and disposal of records for the purpose of keeping planners and
decision-makers informed. The ISO 15489: 2001 standard defines it as controlling the processes for
capturing and maintaining evidence of business activities.
● System Importance: The emphasis in filing is more upon the "finding" aspect rather than the
"storing" aspect. Filing systems provide a permanent and safe place for records and keep all related
materials together.
● Control Systems: Centralized Filing means records are located in one central location under the
control of records staff. Decentralized Filing means files are located throughout the office, generally
at individual work stations. Management decides which system is used.
B. The 5 Steps in Filing Routine
These preparatory steps are usually completed within twenty-four to 48 hours.
1. Inspecting: Examining the material to ensure it has been acted upon and released for storing.
2. Indexing and Coding: Placing a mark on the paper to indicate the filing heading; the caption to be
used on sorting is typically underlined and encircled.
3. Cross Referencing: Preparing cross-reference sheets or folders for other locations, necessary
when it is difficult to know which of two or more subjects the document will be requested under.
4. Sorting: Arranging the data into some meaningful order to make it easier to analyze or visualize.
5. Storing or Filing: This is the final step in filing, which is placing the papers in appropriate
containers, usually file folders.
C. Filing Systems/Methods
System Arrangement Basis Key Detail/Example Source(s)
Alphabetical By name (A to Z). Most common due to its simplicity, which
reduces training necessary for office staff.
Numerical In numerical order (e.g.,
01, 02, 03).
, Subject According to the Subjects are usually arranged alphabetically.
contents/topic matter.
Geographical By location or Good when a firm has many branches
geographical area. throughout the country.
Chronological In the order of time,
according to date.
D. Stages and Principles of Records Management
Stages (Practicing Records Principles of Records Management Source(s)
Management)
Planning the information needs of the Justification: Records should not be
organization and identifying information preserved if they have no purpose.
requiring capture.
Creating, approving, and enforcing policies Verification: A record must be capable of
regarding the organization and disposal of verification to hold value.
records.
Developing a records storage plan, Classification: Records must be properly
including the short and long-term housing of classified according to future requirements,
physical and digital information. which can serve as a form of analysis.
Coordinating access to records internally Simplicity: Records should be maintained in a
and outside the organization, balancing simple manner according to office
confidentiality and data privacy. requirements.
Executing a retention policy for the disposal Availability: Required records must be
of records (destruction or permanent available in the shortest possible period of
preservation in an archive). time.
Accuracy: Must be maintained accurately to
minimize errors and fraud.
Reasonable Cost: More safety arrangement
(e.g., safety lockers) is necessary for valuable
documents.
Flexibility: The system must be elastic and
changeable without difficulty due to changing
business needs.
Chapter 9: Meetings and Conferences
A. Definitions and Types of Gatherings
Term Definition Types of Gatherings Source(s)
2. Chapter 9: Meetings and Conferences
3. Chapter 10: Organising Travel and Accommodation Arrangement
4. Chapter 11: Human Relations in Business
5. Chapter 12: Time Management
6. Chapter 13: Selecting Office Personnel
7. Chapter 14: Leadership
Administrative Office Procedure & Management
Chapter 8: Filing and Records Management
A. Foundational Concepts
● Filing Defined: The process of classifying and arranging records systematically so that they are
safely stored but, more importantly, quickly retrieved or located when needed.
● Records Management Defined: The systematic control of the creation, distribution, maintenance,
retention, preservation, retrieval, and disposal of records for the purpose of keeping planners and
decision-makers informed. The ISO 15489: 2001 standard defines it as controlling the processes for
capturing and maintaining evidence of business activities.
● System Importance: The emphasis in filing is more upon the "finding" aspect rather than the
"storing" aspect. Filing systems provide a permanent and safe place for records and keep all related
materials together.
● Control Systems: Centralized Filing means records are located in one central location under the
control of records staff. Decentralized Filing means files are located throughout the office, generally
at individual work stations. Management decides which system is used.
B. The 5 Steps in Filing Routine
These preparatory steps are usually completed within twenty-four to 48 hours.
1. Inspecting: Examining the material to ensure it has been acted upon and released for storing.
2. Indexing and Coding: Placing a mark on the paper to indicate the filing heading; the caption to be
used on sorting is typically underlined and encircled.
3. Cross Referencing: Preparing cross-reference sheets or folders for other locations, necessary
when it is difficult to know which of two or more subjects the document will be requested under.
4. Sorting: Arranging the data into some meaningful order to make it easier to analyze or visualize.
5. Storing or Filing: This is the final step in filing, which is placing the papers in appropriate
containers, usually file folders.
C. Filing Systems/Methods
System Arrangement Basis Key Detail/Example Source(s)
Alphabetical By name (A to Z). Most common due to its simplicity, which
reduces training necessary for office staff.
Numerical In numerical order (e.g.,
01, 02, 03).
, Subject According to the Subjects are usually arranged alphabetically.
contents/topic matter.
Geographical By location or Good when a firm has many branches
geographical area. throughout the country.
Chronological In the order of time,
according to date.
D. Stages and Principles of Records Management
Stages (Practicing Records Principles of Records Management Source(s)
Management)
Planning the information needs of the Justification: Records should not be
organization and identifying information preserved if they have no purpose.
requiring capture.
Creating, approving, and enforcing policies Verification: A record must be capable of
regarding the organization and disposal of verification to hold value.
records.
Developing a records storage plan, Classification: Records must be properly
including the short and long-term housing of classified according to future requirements,
physical and digital information. which can serve as a form of analysis.
Coordinating access to records internally Simplicity: Records should be maintained in a
and outside the organization, balancing simple manner according to office
confidentiality and data privacy. requirements.
Executing a retention policy for the disposal Availability: Required records must be
of records (destruction or permanent available in the shortest possible period of
preservation in an archive). time.
Accuracy: Must be maintained accurately to
minimize errors and fraud.
Reasonable Cost: More safety arrangement
(e.g., safety lockers) is necessary for valuable
documents.
Flexibility: The system must be elastic and
changeable without difficulty due to changing
business needs.
Chapter 9: Meetings and Conferences
A. Definitions and Types of Gatherings
Term Definition Types of Gatherings Source(s)
