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E1-E2 CSSS-PA/PS MODULE-II Filing Methods

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Page 1: Chapter03. Filing Method - training.bsnl.co.intraining.bsnl.co.in/digital_library_source/UPGRADATION/E1-E2/E1-E2 CS… · Terminal digit filing • This is another adoption of numerical

E1-E2 CSSS-PA/PS MODULE-II

Filing Methods

Page 2: Chapter03. Filing Method - training.bsnl.co.intraining.bsnl.co.in/digital_library_source/UPGRADATION/E1-E2/E1-E2 CS… · Terminal digit filing • This is another adoption of numerical

WELCOME

• Eligibility: Those who have got the Up gradation to from

E1 to E2.

• This presentation is last updated on 21-05-2011.

• This is a presentation for the E1-E2 CSSS-PA/PS

MODULE -II for the Topic: Filing Methods.

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AGENDA

Procedure of maintaining files.

Filing method .

Indexing.

Docketing.

Part files.

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FILING SYSTEM

If no records are kept of safe, purchases, credit, employee

work history, equipment, or plans for products and services,

the situation would be chaotic, considering the limits of the

human memory.

One of the best ways to appreciate the contribution of filing

and records storage is to conceive of a situation.

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File Classification systems

• Indexing refers to the manner classifying items in filing.

• In filing, the indexing scheme must be built into the

original design of the system, and then it must be applied

in deciding where to file the documents.

Page 6: Chapter03. Filing Method - training.bsnl.co.intraining.bsnl.co.in/digital_library_source/UPGRADATION/E1-E2/E1-E2 CS… · Terminal digit filing • This is another adoption of numerical

File Classification systems

• Method of Indexing

• There are five indexing or classification systems of filing

• These are:-

• 1 Alphabetic

• 2 Numerical

• 3 Geographical

• 4 Subject classification

• 5 Chronological

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Alphabetical filing

• Alphabetical filing

• In this system file drawers or containers are divided into

alphabetical sub divisions with guide cards or marks.

• This arrangement may be adopted by the name of

individual organization or by subject.

• It is the most widely used method.

Page 8: Chapter03. Filing Method - training.bsnl.co.intraining.bsnl.co.in/digital_library_source/UPGRADATION/E1-E2/E1-E2 CS… · Terminal digit filing • This is another adoption of numerical

Numerical filing

• This system is most often used for materials that are

numbered serially, such as orders, invoices and

cheques.

• File guides or markers are arranged by numerical

groupings, and individual items are filed in numerical

sequence.

• This method is also widely used in assigning code

numbers to customer accounts, insurance policies, or

other subjects.

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Geographical

• This system is a combination of Alphabetical and numerical method.

• Alphabetical arrangement may start with territorial break down of

geographical regions, states and districts, then individual customer

or subject, name etc.

• Example of this is Dewey decimal system used in Library.

Page 10: Chapter03. Filing Method - training.bsnl.co.intraining.bsnl.co.in/digital_library_source/UPGRADATION/E1-E2/E1-E2 CS… · Terminal digit filing • This is another adoption of numerical

Chronological system

Chronological filing system is one of the adapted form of

the numerical filing which has special value for any

purposes. Items are filed first by date or time then either/by

numerical or alphabetic classification. Chronological filing is

useful where material are handled on certain dates such as

after sales and credit due dates.

Page 11: Chapter03. Filing Method - training.bsnl.co.intraining.bsnl.co.in/digital_library_source/UPGRADATION/E1-E2/E1-E2 CS… · Terminal digit filing • This is another adoption of numerical

Terminal digit filing

• This is another adoption of numerical filing.

• Useful in insurance companies. Motor vehicle

registration and driving license files.

• In this method, numbers are read from right to the left

and file groupings are done by pairs of number.

• Filing cabinets are arranged with out side captions in file

drawers.

• This ranges from 00 for the 1st drawer and 99 for the last

drawer.

• Within each drawer, secondary guides are arranged and

if the first drawer is 00 then the secondary guides are

numbered from 00 to 99.

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Terminal digit filing

• For example: an item numbered or indexed as

62700 is to be filed, it would go to the drawer 00

behind guide 27 of filing cabinet 6.

• In this system it is possible to balance workload

amongst the assistants and avoid them from

each other's way by assigning each assistant

the responsibility for a section of the files

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Terminal digit filing

• For example: If there are five clerks/assistants, the first

may handle all items with terminal digit 00-19, the 2nd

from 20 to 39 and so on.

• If a subscriber's application form new connection is to be

filed or traced then, one may access the appropriate file

by using the code. The code 01-1-10-00 may mean

• Drawer No.OO,

• File No. 01,

• OYT Category 1

• Area No. 01

Page 14: Chapter03. Filing Method - training.bsnl.co.intraining.bsnl.co.in/digital_library_source/UPGRADATION/E1-E2/E1-E2 CS… · Terminal digit filing • This is another adoption of numerical

File Classification systems

• The advantages of this indexing system are:

• - Speed

• - Fewer missing files

• - Simpler sorting

• - Greater flexibility

• - Unlimited expansion

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Master index

Master indexing is required due to diversity of

indexing methods, and physical location of files

throughout an organization.

Master index shows where documents are

stored and how they are indexed, it serves as

inventory of al file and provides a control in

reducing duplication of filed material.

It should be frequently expanded to include

retention schedule.

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Master index

• The two main parts of the file are notes and

correspondence.

• The former contains notes recorded on a paper under

consideration, while the later contains all the

communication received and office copies of the

outgoing communication.

• If detailed information in the 'Notes' makes the note

unnecessarily lengthy, such information should be

incorporated in separate and self contained summary a

statement which may be placed in separate cover

named as 'Appendix to Notes'.

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• Docketing is the process of making entries in the notes

portion of a file about each serial number (receipt or

issue) in the 'correspondence' for its identification.

• A communication will be docketed by writing in red ink

across the page and its serial number, e.g. is no. 4

(Receipt) S.NO 5 (issue).

• The name of the section and the subject of the file will be

given on the top of the first page of the notes before

docketing the first serial.

• Opening and numbering of new file.

Docketing

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Docketing

• According to secretariat procedure, the file number

allotting to a file should consist of

• a. The index letters indicating the name of the

section.

• b. Serial number allotted to the standard Head

of the subject.

• c. The serial number of the file opened under

the appropriate Standard head.

• d. The year in which the file is opened.

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Docketing

• All files pertaining to a particular section should start with

the index letter assigned to that section.

• Where there is a separate Section for Accounts and

another for pension, these sections should be identified

by the index letters 'AC' and 'PEN' respectively.

• If there are more than one Accounts Section, the index

letters should be ‘ACA’ 'ACB' and so on.

• Similarly, where there are more than one section dealing

with staff, the index letters for these sections should be

'Staff-A' Staff-B and so on.

• Separate file for each distinct subject.

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Docketing

• There should be a separate file for each distinct subject.

If the subject of file is too wide or too general, there will,

generally be a tendency to place in it receipts' dealing

with the different aspects of matters, which apart from

making the file unwieldy, will impede business.

• If the issues, raised in receipt or in the notes or in the

orders passed thereof, go beyond the original subject,

relevant extracts should be taken and dealt-with

separately on new file.

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Part file• A part file may be opened when the main file is not likely

to be available for some time or when it is desired to

consult, simultaneously, other sections or officers.

• A part file should be incorporated with the main file as

soon as the letter becomes available.

• If more than one part file is opened, each one of them

should be given a distinct number, such as part file I part

file II etc.

• File Register.

• A record of files opened during a calendar year will be

kept in Register; each movement of files should be noted

in the Remarks column of the Assistant's diary.

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Part file

• The two prescribed priority markings to be used on files

and papers are 'IMMEDIATE' and 'PRIORITY'.

• The label 'IMMEDIATE' should be used only in cases of

extraordinary urgency requiring instant attention and not

merely to attract the attention of an officer to a paper.

• The slip 'PRIORITY' should be used on papers which

should be given precedence over others of ordinary

nature to which no priority labels have been attached.

• The priority marking of should be used discriminately.

• Sectional Supervisors and officers through files pass

should keep an eye on the priority markings affixed to

them and reveiw or remove them, if necessary.

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Notes, Papers and Slips

• Routine notes or papers

• Notes or casual discussion on points of secondary

importance, routine correspondence like reminders,

acknowledgements, and notes (intended to elucidate

minor points of detail which are of a transitory nature

should not be allowed to clutter up the main file.

• They should be treated as routine papers and placed

below the file in a separate cover and destroyed when

they have served the purpose.

• Ruling files should contain only papers containing ruling

or decisions.

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Notes, Papers and Slips

• Referencing is the process of putting up and referring to

connected records, precedents, rules, regulations, books

or any other paper having a bearing on any case.

• Such papers should be flagged with alphabetical slips to

facilitate their identification.

• The slip will be pinned treaty inside of the page.

• When a number of files or papers on the same case are

to be flagged.

• The slip to be spread out to the whole which of the file,

so that every slip is easily visible.

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Notes, Papers and Slips

• It should be remembered that slips are merely a

temporary convenience for the quick

identification of papers and should be removed

as soon as they have served the purpose.

• For the identification of reference after the

removal of slips, it is very necessary that the file

number referred to should be quoted in the body

of the note and the relevant page together with

the letter of the slip in the margin.

Page 26: Chapter03. Filing Method - training.bsnl.co.intraining.bsnl.co.in/digital_library_source/UPGRADATION/E1-E2/E1-E2 CS… · Terminal digit filing • This is another adoption of numerical

Linking of files

• Linking of files on which action is in progress

should generally be avoided.

• This will be resorted to when files are inter

related and orders have to be passed on them

simultaneously.

• If any paper on a current file is required for

reference, relevant extract should be taken from

the former and placed on the letter.

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files transferred to Record room

• When any file is closed and is transferred to record

room, the transactions should be recorded in the

following Performa.

• Section Year

• Dated: 199 Signature of Sectional Supervisor

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Problems & Solutions

Trouble Solutions

Is it hard to locate papers in

your miscellaneous folder

Trouble?

Be sure to file papers alphabetically by name first, then by date, with the last date on top.

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Problems & Solutions

Are folder tabs readable and in good condition

Use gummed labels, they strengthen, add legibility. Use reinforced tabs where reference is frequent

Are some individual Folders too full?

Make a special name guide for the individual folder. Then put a set of period or chronological folders at Back of guide, one for each anticipated 100 papers for the year

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Thank

You