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The Art of Filing Systems

The document discusses the purpose and implementation of an effective filing system. It explains that filing systems should be organized by subject to allow easy storage and retrieval of related documents. It provides details on setting up a subject filing system, including establishing major, primary and secondary categories that mirror an organization's structure. It also outlines the process for sorting, categorizing, labeling existing documents and setting up file guides to implement a new subject filing system.

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Nurul Syuhada Ariffin
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42 views

The Art of Filing Systems

The document discusses the purpose and implementation of an effective filing system. It explains that filing systems should be organized by subject to allow easy storage and retrieval of related documents. It provides details on setting up a subject filing system, including establishing major, primary and secondary categories that mirror an organization's structure. It also outlines the process for sorting, categorizing, labeling existing documents and setting up file guides to implement a new subject filing system.

Uploaded by

Nurul Syuhada Ariffin
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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The Art of Filing Systems

Presentation Prepared by
Cyndi Seidler
What Is Filing Management?
The purpose of filing and the
management of records is:

• To keep related materials together.


• To enable an individual to put paper
away.
• To enable an individual to retrieve
documents easily.
Managing Information

Information is an asset. It comes in


various media forms:

• Paper documents
• Electronic documents
(including email and scanned images)

• Books
• Tapes (video, audio, etc.)
• Microfilm, etc...
The File Series

Every document is classified by a


subject in use by the organization.
The subject classification scheme
identifies a record’s subject which may
be located in any or all file areas
throughout the enterprise.
Types of File Systems

There are 3 types of filing systems:

• Numeric filing
• Alphabetical filing
• Subject filing

To achieve enterprise-wide uniformity,


a subject filing system is VITAL!
Why Subject Filing?
Reasons to classify information by
subject:
• Retention schedules are classified by
subject.
• Code of Federal Regulations (CFR’s)
are tied to subject classification.
• Legal and administrative citations are
structured by subject.
• A business Chart-of-Accounts is
structured by subject.
Organizational Functions
Every organization has most of these
functions, departments or divisions:

• Accounting • Marketing
• Administration • Public Relations
• Corporate Management • Operations & Quality Control
• Finance • Production (or Manufacturing)
• Human Resources • Research & Development
• Legal • Training
Subject Classification With Function
A key organization board function,
department or division is a MAJOR
category.

Marketing Division

Marketing Category
Primary Categories
Key functions within a Major is a
PRIMARY category.
Marketing
Marketing Division Category

Promotion
Promotion Dept. Sub-Category
Secondary Categories
Key functions within a Primary is a
SECONDARY category.
Marketing
Marketing Division Category

Promotion Dept. Promotion


Sub-Category

Art Section (or Unit) Artwork


2nd Sub-Category
Organizational Structure
Subject filing is structured like a
function organizing board.

Marketing Div. Artwork


Promotion
Marketing
Promotion Dept

Art Unit
Association With Cost Center
Each of the Majors and Primaries are
also associated with an organization’s
Cost Center -- linked to a Chart-of-
Accounts.

200 Marketing 201 Promotion 203 Art


Organizational Hierarchy
Levels of filing are:

• Major level
• Primary level
• Secondary level
• Folder level

Note: Not all levels require a Secondary level.


Alpha Filing Within Categories
The FOLDER level is alphabetized within
each Major, Primary and Secondary
categories.
Naming The File
Ideally, name file folders with a 1-2
word description of its content.

Avoid use of
adjectives in naming
files…
such as
“Great Ad
Campaigns”
Implementing A Filing System
A filing system project will consist of:

• Preparing the area (having materials at hand).


• Sorting loose paper.
• Classifying (categorizing) paper documents.
• Inventory (data) collection and data entry (optional).
• Labeling
Preparations
Materials to have on hand are:
• File folders - 1/3 cut, 3rd position
• Hanging file folders (for File Guides of Majors,
Primaries, Secondaries) - cut in half
• Pre-printed category labels (for File Guides on
hanging folders)
• Sticky note pads (for temporary file guide
categories not printed).
• File bins or crates (plastic storage boxes)
The Sorting Process
In sorting folders from an existing filing
system into the new one:
• Pull file folder from file cabinet
• Classify the folder
• Place folder in file bin under new category File
Guide.
• When cabinet drawer(s) are empty, begin to
put files back in file cabinet (with their
corresponding File Guides).
Active vs. Inactive Files
During the sorting process, remove any
folders that are inactive and put in a
box to be archived (stored in a storage
area).
These folders are an optional step
for doing data collection and data
entry. If so, leave print- out of report
in box, but folders do not need
labeling.
Departmental & Central Files

Some departments will have numerous


file cabinets consisting only of their
Major classification (such as Account
Payables).

A Central Files area often consists of


client/customer-related folders.
Desk Files

A staff person’s desk may contain only


a few classifications (especially
Administration) and will therefore
require Class Guides in their file drawer
(that apply).
Data Collection
When all the folders have been
categorized, it is time to go through the
files and dictate (or write) the File
Guides and folder names for
transcription (data entry).
The purpose of this step is to create a
Filing Index or Catalogue of files.
Data Entry

Enter the document inventory


transcribed into a database application
(Microsoft Word also has a database
feature).
Filing Index

After data entry,


create a filing index
(Master File Catalogue
Report) from the
database or
spreadsheet program.
Labeling
After Filing Index
is reviewed, folder
labels can be
created.

Labels should be printed


out by area in which
folders belong.
You’re Done!

You’ve done it!


Now, you should be able to
store and retrieve your
information easily and
quickly!

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