Scribd
Upload
75 views

Filing Systems and Procedures Edpm Homework

Procedures for preparing records for filing involve collecting documents from departments, inspecting each document to ensure it has been released for filing, and indexing documents by deciding the name under which each should be filed, such as the name of the firm or writer. Documents are then coded, cross-referenced if filed under multiple names, sorted alphabetically, and punched to attach to folders.

Uploaded by

Toniann Lawrence
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
75 views

Filing Systems and Procedures Edpm Homework

Procedures for preparing records for filing involve collecting documents from departments, inspecting each document to ensure it has been released for filing, and indexing documents by deciding the name under which each should be filed, such as the name of the firm or writer. Documents are then coded, cross-referenced if filed under multiple names, sorted alphabetically, and punched to attach to folders.

Uploaded by

Toniann Lawrence
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 1

FILING SYSTEMS AND PROCEDURES

Procedures For Preparing Records For Filing

Records are very important to the smooth running of an organization. However, before
any document is filed, there are certain set procedures which must be followed.

Collecting

All documents from the different departments to be filed must be collected at the agreed
time and put together in an orderly manner.

Inspecting

After the papers have been orderly arranged, each document has to be examined to ensure
that it has been released for filing. A mark agreed upon will be put on each document, e.g. X.

Indexing

This involves deciding the name under which each document should be filed, e.g. The
name of the firm, the name of the writer or the name of the subject.

Coding

The next stage is to decide the mark on the document the correct indexing order, e.g. 1, 2,
3

Cross-referencing

Having decided the index order, a card/sheet of each document that may be filed under
more than one name has to be prepared stating where the document is filed and placed in the
folder where it is like to be requested or put a photocopy of the document there.

Sorting

The next stage is to arrange the documents in alphabetical order.

Punching

The final stage is to make holes on the documents to attach them on the folders.

You might also like