際際滷

際際滷Share a Scribd company logo

imr504 classification and filing system week 1

Download as PPT, PDF
Ahmad Shahir Mohamed Jalil
Ahmad Shahir Mohamed Jalil

This document provides an introduction to filing systems. It defines what filing is, which is the action of storing records. Records can be stored physically in paper files, on film or magnetic media, or electronically on a computer. An effective filing system involves classifying, arranging, storing, controlling, and indexing files so they can be retrieved when needed. Key aspects of a filing system include classification codes to organize files, arrangements schemes to logically order files, storage locations, control tools to track file movement, and indexes to quickly find files. The overall goal of a filing system is to efficiently store and retrieve important documents and records.

1 of 27
Downloaded 154 times
IMR504 Week 1 Introduction to Filing System
Fail: Latin Fillum (thread which is arrange accordingly) English the name change to file means a folder in which letters are properly arranged ANM
File 1 An organized physical assembly (usually in a folder) of documents grouped together for current use File 2 A logical assembly of data stored within a computer system e.g. In word-processing systems it is the intellectual representation of a physical document
FILING SYSTEM What is filing? Filing is the action of storing record. Records may be stored by being place in appropriate storage area: by being stored in paper based files and kept in the registry or records office by being transferred into film or magnetic media by being electronically stored within the memory of a computer or word processor
Set of connected things that form a whole or work together System
System Input Process Output Filing System - Man - Money - Method - Machine Retrieve & flow out files R-R-R - Classification - Arrangement - Storage - Control - Index SYSTEM
Filing System Process involved classification, arrangement, storage, control and indexing of files for the purpose of retrieving when it is needed
Importance of File Proof (Black & White) Reference Acts/Controlling Tools Communication Tools Decision Evaluation Planning Implementation Memory
Objective of Filing System
Activities in Filing System
System & Human Retrieving File involves System Human
Classification Arrangement of information into groups that are similar, where each groups can be identified by its own identity
Classification- Level of security
Classification Code Alphabetical Number (Series/Chronology) Alphabetical + Number Color Symbol
Housekeeping Files - General Administration (100) - Building & Assets (200) - Equipment & Supplies (300) - Financial (400) - Personnel (500)
Functional Files - based on Departments function - based on Units function
Arrangement & Storage based on logic (1, 2, 3, 4 / A, B, C) based on color Storage area, location, types of equipment used
Movement of files Controlling methods of controlling File missing File cannot be located
File Movement Registry/File Room } Controlled User (Officer) } No controlled Other Officer
Control Tools File Movement Card Register Book (in-coming and out-going files) Computer Forms
Example: File Movement Card No. Fail Tajuk Fail Dihantar Dihantar Dihantar Kepada Kepada Kepada Kepada Kepada Kepada
Forms 1.Request for File 1.1. User 1.2. Registry 2. File Movement Form
Example: File Movement Form Borang Pergerakan Fail Kepada Registri. Fail No./Tajuk.. ... Telah saya serahkan kepada Pada. T.T...... T.T.. Nama. Nama. Tarikh. (Pegawai menerima fail)
Index Faster retrieval of files Action taken quickly Administrations competencies Image (Service Delivery)
Index Guide Conventional/Manual methods Automation/Computerization
Index - Example JKR 600-2/5/23 Projek Pembinaan Lebuhraya dari Kuala Selangor ke Tanjung Karang Kuala Selangor Fail No JKR 600-2/5/23 Pembinaan lebuhraya dari Kuala Selangor ke Tanjung Karang Tanjung Karang Fail No JKR 600-2/5/23 Pembinaan lebuhraya dari Kuala Selangor ke Tanjung Karang Lebuhraya Fail No JKR 600-2/5/23 Pembinaan lebuhraya dari Kuala Selangor ke Tanjung Karang Related File JKR 600-2/5/23/1 Pembelian tanah untuk pembinaan lebuhraya Kuala Selangor Tanjung Karang
Questions ???

More Related Content

imr504 classification and filing system week 1

  • 1. IMR504 Week 1 Introduction to Filing System
  • 2. Fail: Latin Fillum (thread which is arrange accordingly) English the name change to file means a folder in which letters are properly arranged ANM
  • 3. File 1 An organized physical assembly (usually in a folder) of documents grouped together for current use File 2 A logical assembly of data stored within a computer system e.g. In word-processing systems it is the intellectual representation of a physical document
  • 4. FILING SYSTEM What is filing? Filing is the action of storing record. Records may be stored by being place in appropriate storage area: by being stored in paper based files and kept in the registry or records office by being transferred into film or magnetic media by being electronically stored within the memory of a computer or word processor
  • 5. Set of connected things that form a whole or work together System
  • 6. System Input Process Output Filing System - Man - Money - Method - Machine Retrieve & flow out files R-R-R - Classification - Arrangement - Storage - Control - Index SYSTEM
  • 7. Filing System Process involved classification, arrangement, storage, control and indexing of files for the purpose of retrieving when it is needed
  • 8. Importance of File Proof (Black & White) Reference Acts/Controlling Tools Communication Tools Decision Evaluation Planning Implementation Memory
  • 11. System & Human Retrieving File involves System Human
  • 12. Classification Arrangement of information into groups that are similar, where each groups can be identified by its own identity
  • 14. Classification Code Alphabetical Number (Series/Chronology) Alphabetical + Number Color Symbol
  • 15. Housekeeping Files - General Administration (100) - Building & Assets (200) - Equipment & Supplies (300) - Financial (400) - Personnel (500)
  • 16. Functional Files - based on Departments function - based on Units function
  • 17. Arrangement & Storage based on logic (1, 2, 3, 4 / A, B, C) based on color Storage area, location, types of equipment used
  • 18. Movement of files Controlling methods of controlling File missing File cannot be located
  • 19. File Movement Registry/File Room } Controlled User (Officer) } No controlled Other Officer
  • 20. Control Tools File Movement Card Register Book (in-coming and out-going files) Computer Forms
  • 21. Example: File Movement Card No. Fail Tajuk Fail Dihantar Dihantar Dihantar Kepada Kepada Kepada Kepada Kepada Kepada
  • 22. Forms 1.Request for File 1.1. User 1.2. Registry 2. File Movement Form
  • 23. Example: File Movement Form Borang Pergerakan Fail Kepada Registri. Fail No./Tajuk.. ... Telah saya serahkan kepada Pada. T.T...... T.T.. Nama. Nama. Tarikh. (Pegawai menerima fail)
  • 24. Index Faster retrieval of files Action taken quickly Administrations competencies Image (Service Delivery)
  • 25. Index Guide Conventional/Manual methods Automation/Computerization
  • 26. Index - Example JKR 600-2/5/23 Projek Pembinaan Lebuhraya dari Kuala Selangor ke Tanjung Karang Kuala Selangor Fail No JKR 600-2/5/23 Pembinaan lebuhraya dari Kuala Selangor ke Tanjung Karang Tanjung Karang Fail No JKR 600-2/5/23 Pembinaan lebuhraya dari Kuala Selangor ke Tanjung Karang Lebuhraya Fail No JKR 600-2/5/23 Pembinaan lebuhraya dari Kuala Selangor ke Tanjung Karang Related File JKR 600-2/5/23/1 Pembelian tanah untuk pembinaan lebuhraya Kuala Selangor Tanjung Karang
AboutCopyright
息 2025 際際滷