SayPro FILING NEW RECORDS AND DOCUMENTATION IN THE FILING SYSTEM

2.3.1 All new documents and records must be filed using a filing system. Let us look at how to create a filing system. Before developing a filing system the following questions must be answered:

1. How many documents are to be filed initially?
2. How many additional documents will be filed each week?
3. How often are these documents likely to be referred to?
4. How long must documents be kept available for immediate access?
5. Do they need to be retained indefinitely – how accessible should they be?
6. In what form do they need to be retained?
7. Who normally makes use of them?
8. Who will physically access the documents?
9. How important is security?

2.3.2 COMPONENTS OF A FILING SYSTEMThe following components must exist in any filing system:1. Filing CategoriesTo make a filing system more useful, we can group files into categories. A category is a group/collection of things that belong together. E.g. Notices, memos, agenda and minutes all belong to the category correspondences.According to ETU (2012), when we file by categories, we try to file in a logical way; we put files together because they belong together; we don’t put them together just because they start with the same letter. For example, we could put all our files into categories. Correspondence could be one category that takes up a whole drawer of our filing cabinet. Inside that drawer we could have sub-categories. Sub categories could be things like:

• Inter-directorate correspondences
• Correspondence with other organisations
• Correspondence with employees
• Correspondence with members of the public
• Correspondence with councilors

HOW TO FORM CATEGORIES Sort all your documents out into piles that you think belong together. Give each pile a category name. Make a list of categories. Look at your list critically: Ask yourself: Can we combine any categories?. Should we break up a category into two categories? What sub-categories do we need? Do we need to have alphabetical files within a category? SOURCE: http://www.etu.org.za/toolbox/docs/admin/filing.html#how

2. Filing keyThe next step after deciding on the filing categories is to create a filing index or key. This key will help everyone to understand the system that was used inorder to retrieve information. The ETU (2012) suggests that inorder to write up a filing key list all the categories and sub-categories are in the order they are filed in. Make sure it is laid out so that everyone can understand it. Put it on the filing cabinet and also put a key for each drawer on the front of the drawers. Give everyone a copy of the whole filing key. Make sure that everyone who does filing understands the key and uses it for filing.3. Filing classificationsThere are a number of filing classifications that exist. Let us look at them:A. Alphabetical

• Alphabetical according to correspondents’ names

In the alphabetical method each folder is given the name of a correspondent and the folders are arranged in strict alphabetical order. Guide cards, miscellaneous suspension files or individual letter bars are used to divide different letters. The first letters of the surname determine the position of the file in the drawer. Miscellaneous files are used for holding small amounts of correspondence when individual files are not needed. The front cover of a miscellaneous file should contain an index of the names of the correspondents enclosed. Alphabetical classification is suitable for correspondence with customer or clients in a small to medium-sized organisation.

Hill, PL & Co

Hillford, J

Harrod, G

Hammond, K

H Miscellaneous

Griffith & Barrett

Green, F

• Alphabetical according to geographical location

In the geographical method the correspondence is classified according to the location of each of the correspondents, i.e. country, province, city, etc. The principle is identical to that of the alphabetical method, except that papers are filed alphabetically according to names of places instead of correspondents’ names. The correspondents’ files are arranged after the appropriate place file. The geographical method can be used for correspondence with agents or representatives from different locations.

Standerton

Nkosi, A

Sandton

Albert’s, J

Smith, F

S Miscellaneous

• Alphabetical according to subject

In this method papers are filed under the heading of subject matter. This system is used for filing general correspondence that is not concerned with specific individuals such as that relating to the activities of a company. This would be advertising, shipping, management, etc. where it is convenient to have all the relevant data and correspondence concerned with any one topic grouped together for easy reference. Primary guides in subject filing give the main headings of the subjects. The subject primary guides are staff, stationery and text processing equipment.

T Miscellaneous

Quotations

Orders

Stationery General

Salaries

Outings

B. NumericalFiles are arranged numerically, each correspondent being allotted a number. Index cards or strips are required to connect the numbers with the names. Each index card contains the name of the correspondent and their allotted file number and arranged in alphabetical order in an index card drawer. When a file is required a number must first be obtained from the index card and then the appropriate file can be found in the filing cabinet. This method would be used for correspondence with a large number of clients or customers or for account records, particularly if coded and prepared by computer. It is capable of indefinite expansion as new files are placed at the back of existing ones. The number of the file is useful as a reference to be used on all relevant correspondence and the index card or strip is useful for maintaining an address record or for making notes, e.g. when someone borrows a file.

430
430
431
432
433
434
435
436
437
438
439
440

C. Combined Alphabetical and NumericalThe alphabetical system referred to earlier may also incorporate reference numbers. Each letter or part of a letter is given a number and a further number is allocated to each file as it is made, e.g. if letter C is number 3 and there are four files in the C section, the last file to be opened is numbered 3 or 4. It should be noted that the files are arranged alphabetically and the numerical aspect is secondary and is used as a reference number for correspondence.

D Miscellaneous 4

Currie, JJ 3/4

Curmmings, J 3/3

Cronje, F 3/2

Cats, D 3/1

C Miscellaneous 3

Burger, C 2/4

D. ChronologicalThis is the name of the method used for filing documents according to their dates in numerical order. Chronological filing is not often used as a basic system, but it is the normal method of filing papers within files.E. Geographical Filing systems operate generally by province or country and then alphabetically or numerically by account name or number.

Tsakani Stella Rikhotso | Monitoring & Evaluation OfficerSayProWebsite: www.saypro.onlineCell: 27 (0) 713 221 522Email: tsakaniStudy and Qualifications www.saypro.onlineOur Company www.saypro.online

SayPro is a group of brands leading in Africa’s development, building innovative online solutions and a strategic institution on child growth, youth empowerment and adult support programmes, applications in Africa.SayPro Core Skills and Expertise:

• SayPro Artificial Intelligence, Graphics, Online Design and Web Development
• SayPro Higher Education, Certification, eLearning Development, Qualification Design and Online Training.
• SayPro Community Development in Youth Unemployment, HIV/AIDS, Human Rights and Gender-Based Violence
• SayPro Company Registrations, Tax, VAT and Website Designs.
• SayPro Research, Opportunity Sharing in Tenders, Funding and Contact Directories.
• SayPro Monitoring, Evaluation, Knowledge Management, Learning and Sharing.

SayPro is providing international and global opportunities for African youth. Partner with SayPro now by sending an email to info or give us a call at + 27 11 071 1903Please visit our website at www.saypro.online Email: info@saypro.online Email: info@saypro.online Call: + 27 11 071 1903 WhatsApp: + 27 84 313 7407. Comment below for any questions and feedback. For SayPro Courses, SayPro Jobs, SayPro Community Development, SayPro Products, SayPro Services, SayPro Consulting, and SayPro Advisory visit our website to www.saypro.online