INTRODUCTION

This paper aims to conduct a case study about developing and implementing record
classification and filing systems in the organization. We investigate the prime minister
department, known as general administrations with ten divisions that need to handle such as
human research management, finance, legal adviser officer, etc. It shows that the
government organization have their record classification or filing system to manage their
information. Furthermore, this paper will provide the information of classification and filing
system, organization's background, the organization's procedure of filing system and a
sample of filing system applied by the organization. To conclude, we can understand and
identify the classification and filing system used by the Prime Minister's Department.

i. The definition of classification and filing system

The production of a lot of information in an organization is undeniable.
Therefore, most organizations keep their records in the registry, record centre
and archive. To facilitate storing and accessing data, the organization should
implement a classification and filing system in their record management.
Generally, a classification system is a hierarchical arrangement of information,
file, document or knowledge into groups or categories. In other word, filing
system is how papers and other documents are ordered on a physical surface,
such as a method of organizing loose papers into labelled folders or drawers for
storage or for easy retrieval. The classification system can be in manual or
computerized.
According to (Umi & Zawiyah, 2015) In archive theory, classification has
evolved and altered dramatically during the last 120 years. The RM discipline
was established in the mid-twentieth century to apply archive, legal, and
management approaches. As RM is the field of managing records systematically
by aiding in decision making and maintaining based on record lifecycles,
classification is the key function for managing records.
Regarding to find more about the definition of classification, we found
(Australia, 2003) defined as an arrangement could be a collection of words and
standards accustomed categorize, title, and retrieve documents and other
business information in an exceedingly specific organizational environment. It
maintains control over the vocabulary used, ensuring consistency within the
description of information generated by business operations and enhancing
retrieval of that data.
Furthermore, classification is an important instrument that has been used as
a connection between the origin record that have same activities or related
content. As stated in the article (Henttonen & Kettunen, 2011) classification is
playing a big part in helping users to retrieve and understand data; also to
manage and control the storage location. Besides, we can protect the file by
classify the level of security of file before allowing people to access it. In short,
classification is a process that entailed classifying, arranging, storing, controlling,
and indexing files in order to obtain them when needed.
Additionally, to develop the filing system in the organization, the organization
need to identify the data and collect the information by listing the detailed of the
file that exist in the office. From the list, we need to examine it before choosing
the appropriate record classification. There are six type of filing system that most
common for the organization to use:
Type of Filing System
1. Simple Classification System
This type of classification implements in the small organization that not
have more than fifty file and small expansion. This classification usually
will use simple alphabetical arrangement based on the first letter of file
title because it is more practical and understandable. Besides, this
classification consumes little cost as there is no need to follow strict rules
and all employees are trained or cannot do it. However, organizations that
use this classification need to change to another file classification system
if their files increase. It is to avoid problems such as difficulty to access
and misfiling.
2. Hierarchical Classification System
The system arrangement that start with the broad function and narrow the
series that depends on the size of organization. This classification file will
produce a lot of subdivision file on each area. This design allows to the
users to access the information easily and quickly to the specific
information. Moreover, this system has shown greatly logical relationship
within the files. Besides, available to all simple and multi-level of file so
the organization can keep the file in large storage without worrying to
misplace the file.
3. Organizational Structure Based Classification System
The arrangement of this file is based on the structure of the organization.
That is, based on the functions in the division. This system has similarities
with the hierarchical classification system. However, this system will be a
problem if there is a change in the organisation's structure. Therefore, this
system is less suitable to be implemented.
 4. Keyword Code Classification System
The classification uses keyword code to represent activities and functions
that exist in the organization. Compiling the keyword in the files series and
using the index as retrieval to access the files. This system allows the
organization to manage more than 1000 files and multiple users.
Organizing using indexes makes it easy for users to access precise and
accurate information.
5. Alphabetical Classification System
The system requirement of this file is to use alphabetical order. It is
arranging to follow the letter or word start from A-Z, and it depends on the
accurate filing when key in the information in the system. However, it is
inefficient in managing the storage space because it needs to move the
file every time, adding a new file to consume more space. Sometimes, it
also combines letter alphabetical with number to ensure the file is more
precise.

ii. The objectives of filing system

The organization needs to know the reason for implementation record
classification in the organization to achieve the goals they want quickly.
Therefore, this is the objective of the filing system to show users that a filing
system is needed in the organization:
1. To accurately categorize and organize records
2. To guard against the loss or destruction of all documents
3. To offer a time-saving approach for getting information
4. To make previous records readily accessible to management for the purposes
of formulating company strategies and future plans
5. To provide a great performance to the users in obtaining the information
6. To support the operation business.
iii. The importance of filing system
By analysing an organization's business functions, sub-functions, and
activities, function-based classification is concerned with the logical arrangement
of all data recording or evidencing its activities. These models were characterized
in terms of processes that began with creation and ended with preservation. The
life cycle of records, particularly electronic records, is continuous; classification
occurs during the active period.
Furthermore, for every organization’s filing system is a crucial because the
organizations acquire enormous amount of essential data every day. As a result,
a lot of organization have begun to digitize their records in order to step into the
paperless world. However, some of the organization not implement filing system
to their record management. As matter of fact, the organization would have been
unable to operate effectively without a robust file management system.
Firstly, the importance of filing system is becoming communication tools in the
organization. It shows that the file system is extremely beneficial in general
because it enables organizations to conduct their transactions or operations more
broadly, conveniently, cost –effectively. Besides, the communication become
more systematically and profitably can increase. The interaction of human will
happen on every time the process of requesting to retrieve the files.
Next, the organization can control the life-cycle of the information from the
start which is the creation of the information to dispose it. Also from the
classification system, we will know how long the file exists in the storage so that
we can appraise the file for keep permanently or dispose for clear the space.
Additionally, when we keep the record there will be history of our record that have
been kept in the storage, therefore we can use the record as evidence and
reference for the future. The evidence can be used for legislation action if the
organization need to do some legal work such as auditing or in the court.
Besides, the organization can use the past record to refer for the future work or
planning.
Lastly, the importance of filing classification is to assist the users to decide
based on the information they got. The information provided from the
organization can help the user to find the specific information and data accurately
for what they need. Furthermore, from the collection of information they have can
convince them to make a better decision.
iv. The impact of improper classification and filing system to organisation.
In record management, categorization is essential. Record management
cannot be carried out following international standards without classification.
Because records have a lifecycle of usage, classification becomes a critical
function from creation to preservation. In terms of lifecycle management,
classification can aid in the effective and efficient management of documents
(active, semi-active, and non-active). Keeping inactive records in a system
wastes store space and may harm service performance. Forms are categorized
into four categories: vital, important, functional, and non-important—this aids in
the organization of records for future reference (Umi & Zawiyah, 2015).
The impact that will happen to the organization regarding the improper
development of filing system is the organization will have the poor security file
system. This is because the chances of the file being misplaced is high. This can
be affected to the organization’s operation that can be lead to any problem.
Besides, cannot fulfil the customers’ satisfaction because it will expand the time
in searching the file.
Furthermore, the negative impact for improper filing system is leading the
data redundancy because the duplicate file can be in the same system if were not
managed properly. Using the system, we can know if the information has existed
or not. The consequences are the users will find trouble to checking the status of
document because it brings confuse to identify the original file.
The other impact is the staff and organization unable to assign and allocate
the information. The reason that all documents are shamble and put in the same
area make it hard arrange the latest update and most likely the records can be
deleted without noticed it. Lastly, it will consume a lot of cost and manpower in
manage the records. The organization will waste the cost of time and money if
not use any classification. For example, the organization just keep the record in
manually which is using paper. Besides, it can exhaust the people to use their
manpower to spend time in finding the records.
 v. Current issues in classification and electronic filing system.
The current issues that come out from the classification and filing system is
changing file paper classification to electronic system. The organization need to
adapt the new situation whereby from using the paper to electronic filing system.
Next, issue is does the organization keep updating their file into the system to
ensure the accuracy of filing system. The last issues, there are a lot of type of
filing system and the organization need to make a decision to choose the filing
system that suitable to the organization. Because, there is some filing system is
too complex for the users to understand.

REFERENCE