FILING“the storage and retrieval

of information”

Documents must be stored so they can be easily found in the future. The system chosen must be able to be operated effectively. A filing system can be manual or electronic.

safe

quick to use

appropriate

secure

economical

conveniently

located

easy to use

flexible

Features of a good filing system

Secure – lockable so confidential information is stored safely

Conveniently located – decide whether centralised or departmental filing is better for access

Safe – protected from fire and flood

Flexible – must be able to meet the changing needs of the organisation eg expandable

Economical – cost effective to set up and provide training and saves spaceAppropriate – system chosen must suit the type of information eg confidentialQuick to use – speedy to locate information

Easy to use – simple to understand the method being used

MANUAL FILING

“paper-based filing”

This is the traditional filing method for paper-based documents. Files can be kept in:

Ring binder folders

Lever arch folders

Trays

Document wallets

Filing cabinet

(vertical)

Pigeon holes

When filing it is important to choose the most appropriate “system of classification” – this is the way the information is arranged. There are 3 common classifications:

Alphabetical

Numerical

Chronological (dates)

TOP TIPYou must know the

advantages and disadvantages of each of these systems

Alphabetical filing uses the letters of the alphabet – normally a surname or company name.

Advantages

Easy to use and understand

Easy to set up

Good for small-medium sized organisations

Direct method – no index required

Knowledge needed – know the alphabet!

DisadvantagesTraining required on filing

rules

Can be slow to find files under common names eg Smith

Difficult to expand – reorganisation of drawers if a letter needs more space

Uses lots of valuable office

space

To make it easier to locate files, guide cards or tabs should be used.

Numerical filing uses numbers – new files are given the next number in sequence eg 156, 157, 158.

Advantages

Suits large organisations where many customers may have

similar names

Easy to expand - next number

Files are less likely to be filed incorrectly

Easy to understand

Disadvantages

Transposition of

numbers may cause problems

Requires an alphabetical index to find file numbers

More difficult to cater for miscellaneous files – have to create a number for

everything

Can be more time consuming to find

files

Commonly used by banks, insurance companies, mail order companies etc where each person is given a unique customer number.

Chronological filing uses dates. It is normally used to arrange documents within files using another classification system.

Advantages

Most recent correspondence is easily

foundCan be used with another system

Easy to see progression over time eg financial history when deciding to give

a loan

Suitable for storing “old”

information eg school leavers

The most recent document should be placed at the front of files/folders.

Can be slow to find files – requires alphabetical index matched to dates

Impractical to use as the primary filing method – which date??

Disadvantages

USEFUL ADVICEKnow at least 2advantages

and 2 disadvantages of each of these systems

ELECTRONIC FILING

“computerised storage”

File ManagementThis is the method by which information is stored and organised. An effective file management system would include the following:

work given appropriate filenames (ie related to the content)stored in appropriately named foldersall out-of-date files/folders deleted regularly – these can be archived (eg using Microfilming)filing should be carried out regularlyan out card should be placed at the point where a file is removedA cross-reference can should be used when a file could be put in more than one place (think Yellow Pages)Put a release mark on files that are ready for filing eg “F”

This is the modern filing method for electronically produced documents. Files can be kept in:

Floppy disks Hard

drive

CD-Rom/DVD

Zip drive

Removable flash memory

stick

Software files

Scanned documents

on PC

Hard drive – stores software applications and has Random Access Memory (RAM) so that saved files can be recalled, altered and resaved.

Zip drive – larger storage device than a floppy disc so can store larger files.

Floppy disks – used to transfer files between PCs but are being used less due to more efficient storage methods.

CD-Rom/DVD – large storage medium commonly used for encyclopaedias and applications.

Removable flash memory (USB) – a portable disk drive small enough to be carried on a keyring. Also known as a pen drive.

Application Packages

An organised collection of related information, such as a telephone directory, address book – key terms FIELD, RECORD, FILE.

Processing numerical information through formulae. Most commonly used to calculate figures and display financial information for accounting purposes including cash flows, budgeting and forecasts.

Used to create documents eg letters using a saved template (house style).

Integrated software packages combine several applications in one program. Microsoft Office combines WP, database, spreadsheet, graphics and communication software.

Advantages

Data is transferable between applications

Mailmerge can be carried out – link DB and

WPDynamic linkage – change in one application

updates another eg SS and graph in WP report

Cheaper than buying individual packages

There are also a number of similar functions in each package – undo, spellcheck, print preview, etc.

Speed of access – manual systems takes longer as files have to be removed from a cabinet, however electronic files can be accessed quickly.

COMPARISON OF MANUAL AND ELECTRONICInformation viewed – manual allows several files to be viewed at once whereas electronic only allows one file to be viewed on screen at any one time.

Staff training – most staff can use a manual system but an electronic system will require extensive training to prevent mistakes.Space – electronic filing takes up limited space, on the other hand manual filing requires a great deal of space.

Type of files – manual system use originals which can be mislaid or lost yet back-ups can be made of electronic files.

WHICH FILING METHOD?

A number of factors affect the choice of filing system:

Cost

Space

Training required

Location of files

Type of information

Security of information

SECURITY OF INFORMATION

“Safe storage and usage”

Information is valuable to an organisation. It is essential that it is protected from unauthorised access or damage such as:

Computer crashing

Viruses

Stolen files/laptops etc

Untrained staff deleting files

Hackers deliberately tampering with files

Fraudulent editing of files

Information is valuable to an organisation. It is essential that it is protected from unauthorised access.

Locks/swipe card entry on doors

HOW?

Alarm systemsComputer/disk drive

locks

Passwords on files

Security cameras

Staff usernames and passwords to access computer

Different Password levels

Fingerprint/iris/retina scanners

Voice recognition systems

Anti-virus software

Good PracticeAn operator must restrict access to their

computer if they leave their workstation by:

saving and closing the file Following a shut-down procedure Activating a password-protected

screen saver Removing data storage device and

lock it away

Monitors should be positioned out of direct view of visitors and computer printouts should not be left lying around.

Backing-up Files

Data loss is very common.

Backing-up is the process of making duplicate copies of information which allows an organisation to restore its files (to the back-up date) if something happens to its original data eg fire, malicious damage, virus.

They should be made on a regular basis and stored in a safe area eg fire-proof cabinet or another building.

PasswordsCodes which restrict access to computers,

files and e-mail facilities.

Passwords should:Contain letters and numbersBe changed regularlyBe kept confidential

Passwords should NOT:Be shared with othersBe obvious eg DOB

TOP TIPDon’t just say

“use a password” – be specific (eg password protect the

computer or file)

DATA PROTECTION ACT 1984 AND 1998Organisations that keep manual and electronic data relating to individuals are legally required to register with the government-appointed Information Commissioner (the Data Protection Registrar).As data users, organisations are responsible for meeting certain conditions (the 8 principles). If they do not they are committing a criminal offence and could be fined.

The 8 provisions:

Information is collected and processed lawfully

Used for specified and lawful purposes

Adequate, relevant and not excessive

Accurate and up-to-date

Not kept longer than necessary

Processed in line with an individual’s legal rights

Kept secure

Not transferred to any other country (outside EU)