Efficient Office Document Management Practices

Explore the key aspects of office document management, including filing and indexing systems, classification of records, steps in the record cycle, and the functions of filing and indexing. Learn how to organize, store, retrieve, and dispose of documents effectively to ensure operational efficiency.

• Office Management
• Document Filing
• Record Classification
• Indexing Systems
• Efficient Organization

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Uploaded on Aug 04, 2024 | 2 Views

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Presentation Transcript

1. OFFICE PRACTICE N4 MALUTI TVET BETHLEHEM CAMPUS NS MOKOENA

2. OFFICE PRACTICE N4 MODULE 7 PREPARING, COLLECTING, PROCESSING AND FILING DOCUMENTS

3. FILING AND INDEXING SYSTEMS STEPS IN THE RECORD CYCLE RECORD CREATION- A FILE IS OPENED FOR EACH CORRESPONDENT WITH FIVE OR MORE DOCUMENTS. INSTITUTING SECURITY MEASURES- CREATE A PASSWORD FOR YOUR COMPUTER RECORD UTILISATION- THE INFORMATION SHOULS BE FILED IN A WAY THAT IT CAN BE RETRIEVED EASILY AND QUICK. STORAGE RETENTION- CLASSIFY DOCUMENTS ACCORDING TO THEIR VALUE.

4. CLASSIFICATION OF RECORDS VITAL RECORDS- THEY ARE ESSENTIAL TO ORGANISATION`S EXISTENCE. IMPORTANT RECORDS- COULD BE REPLACED AT CONSIDERABLE EXPENSE. USEFUL RECORDS- IT CAN BE REPLACED, REPRODUCED. NON-ESSENTAL RECORDS- ONCE THEY HAVE SERVED THEIR PURPOSE, CAN BE DESTROYED.

5. STEPS IN THE RECORD CYCLE TRANSFER OF RECORDS- IT WILL TAKE PLACE WHEN FILES BECOME TOO FULL. DISPOSAL OF RECORDS- IN SOME CASESIT IS COMPULSORY TO KEEP FILES FOR A CERTAIN PERIOD.

6. INDEXING is the process of determining the name, subject or other captions under which documents are filed and serves as guide to retrieve records.

7. Filing- is the orderly and systematic storing and arranging of documents so that it can be located easily and quickly for reference purposes.

8. Functions of filing Classify documents Store files Preserve files in cabinets. Retrieve files Transfer files Destroy old documents

9. Functions of indexing Locate files and documents quickly and easily. Assist in cross-referencing Locate records that are arranged in numerical or alpha- numerical order.

10. FILING SYSTEMS HORIZONTAL FILING- FILES ARE STACKED ON TOP OF EACH OTHER IN A DRAWER OR CONTAINER.

11. VERTICAL FILING FILES ARE STACKED OR FILED VERTICALLY, IN A UPRIGHT POSITIONIN A CABINET OR DRAWER.

12. LATERAL FILING FILES ARE HANGING FROM RAILS.

13. STRATEGIC PLACEMENT FILES ARE CENTRALLY LOCATED

14. TUBULAR FILING DOCUMENTS ARE ROLLED AND PLACED IN A TUBE MADE OF CARDBOARD, METAL OR PLASTIC.

15. MICROGRAPHICS IT IS AN ECONOMICAL SYSTEM TO STORE HIGH VOLUME DATA AND PICTURES.

16. MECHANISED SYSTEMS IT MAKES IT EASY FOR MORE THAN ONE PERSON TO ACCESS THE SYSTEM AT THE SAME TIME.

17. CENTRALISED & DECENTRALISED FILING CENTRALISED ADVANTAGES DOCUMENTS STORED IN ONE PLACE SYSTEMS IS EASIER TO CONTROL DECENTRALISED DISADVANTAGES FILES CAN BE RETRIEVED MUCH EASIER CONFIDENTIAL DOCUMENTS CAN BE PROTECTED JUNIOR STAFF CAN DO THE FILING UNIQUE FILES WILL CREATE LESS DUPLICATE FILES LESS SUPERVISION REQUIRED

18. CENTRALISED & DECENTRALISED DISADVANTAGES CENTRALISED-DISADVANTAGES RETRIEVING FILES CAN BE TIME CONSUMING DECENTRALISED-DISADVANTAGES THERE IS A POSSIBILITY OF DUPLICATE FILES CONFIDENTIAL FILES ARE AVAILABLE TO EVERYONE MORE SUPERVISION NEEDED AS MORE PEOPLE INVOLVED IN THE FILING PROCESS DOCUMENTS ARE IN DIFFERENT LOCATIONS AND IT IS DIFFICULT TO CONSOLODATE THE INFORMATION ONLY ONE PERSON CAN USE A FILE AT A TIME

19. CENTRALISED FILING ONE DEPARTMENT IS RESPONSIBLE FOR FILING. ALL FILES ARE SHARED BY ALL EMPLOYEES.

20. DECENTRALISD FILING-EACH PERSON IN THE BUSINESS IS RESPONSIBLE FOR HIS/HER OWN FILING

21. COMPUTERISED OR ELECTRONIC SYSTEM USED FOR STORAGE OF RECORDS OR INFORMATION.

22. CORE FUCTIONS OF ELECTRONIC DOCUMENT CAPTURE-TO TRANFER DOCUMENTS INTO THE COMPUTER. INDEX- TOOL FOR FILING DOCUMENTS. STORE- IT IS FASTER THAN PAPER FORMAT. RETRIEVE-DOCUMENTS CAN BE FOUND QUICKLY MANAGE-DOCUMENTS STORING, INDEXING AND VIEWING SHOULD BE READILY AVAILABLE TO GROUPS OR INDIVIDUALS.

23. CLASSIFICATIONS OF FILES PERSONAL CLASSIFICATION FILES RECORDS BY NAMES,BUSINESSES, INSITUTIONS, ETC. FILES ARE ARRANGED IN STRICT ALPHABETIC ORDER. EACH LETTER OF THE APHABET IS CONSIDERED. IF THE NUMERICAL OR APHA-NUMERICAL IS USED, THE FILES RECEIVE A FILING NUMBER AND MUST BE INDEXED AND CODED.

24. SUBJECT CLASSIFICATION FILED ACCORING TO SUBJECT FILED ALPHABETICALLY WITH REGARD TO THE FIRST LETTER OF THE SUBJECT. ONLY THE SUBJECT OF THE CORRESPONDENCE IS TAKEN INTO ACCOUNT THE LETTERHEAD OR THEME OF THE LETTER WILL DETERMINE THE SUBJECT UNDER WHICH THE CORRESPONSENCE WILL BE FILED THE TWO METHODS OF SUBJECT FILING : DICTIONARY(SMALL VOLUME) AND ENCYCLOPEDIA(LARGER VOLUME)

25. GEOGRAPHICAL CLASSIFICATION FILES ARE ARRANGED ACCORDING TO THEIR GEOGRAPHICAL LOCATION IT CAN BE CLASSIFIED IN DICTIONARY OR ENCYCLOPEDIA ARRANGEMENT NUMBER OF DIVISIONSUSED IS BASED ON THE VOLUME OF RECORDS FILES MAY BE DIVIDED BY COUNTRY, TOWN AND THEN BY NAMES OF INDIVIDUALS. DOCUMENTS IN THE FILE CAN BE ARRANGED ALPHABETICALLY BY NAME, BY NUMBER OR BY DATE OF RECEIPT.

26. THE END THANK YOU