WEEK: ONE

TOPIC: FILING
Filing is the process by which documents are preserved in folders or cabinets until they are
needed. It involves receiving, preserving, updating and retrieving of documents. In an
organization, important document should be properly stored so that information can be easily
retrieved for planning and decision making.
In other words, it is the act of putting document letters in a file. Filing is carried out by the filing
clerk. This is the practice of conscious storing of letters and other documents in such an
organized manner that will render their retrieval very easy.

Advantages/Purpose of Filing
1. Future reference
2. Easy accessibility
3. Safety and security
4. Economical
5. Arrangement of information
6. Easy location of documents
7. Easy retrieval of documents
8. Extraction of facts and figures

Characteristics of Good Filing System

1. Security: A good filing system should ensure safety and security of all documents. The
documents should be protected from damages, fire and theft.
2. Accessibility: The filing system should ensure that documents are easily accessible by
users when they are needed.
3. Simplicity: A good filing system should be simple to understand and operate. It must not
be too difficult or cumbersome (complicated) to operate.
4. Consistency: The system to be adopted should show consistency in operation. It should
not be changed every time.
5. Economical: The best system should be economical (saving money or resources) to the
organization and also cost saving to install (fix) and operate.
6. Flexibility: The filing system should be adaptable to changes. A good filing system
should not be rigid (inflexible or stiff). It must be able to adapt with the changing
business environment.
7. Compactness: A good filing system ensures that filing equipments do not occupy too
much space.

WEEK TWO
TOPIC: METHOD OF FILING
One of the most crucial (important) decisions record and information manager make is to
whether their organizations’ record centers should be CENRALIZED OR DECENTRALIZED:
that is by no means an easy choice. We shall discuss the following methods of filing below:
 1. Centralized Filing
2. Decentralized Filing

CENTRALIZED FILING: - This is a filing method in which all the files of the
organization are kept or stored at a central place instead of separate places. The
department may request for these files when they are needed. This method is
characterized by large room equipped with filing equipment from which different
departments or units can request for data. One major drawback (disadvantage) of this
method is that there is no confidentiality of document in the department because all other
departments have access to it. This is used by many large business organizations which
process information centrally on behalf of the department.

Advantages of Centralized Filing

1. There is no duplication because it is managed by one person.
2. The method adopted in an organization is uniform.
3. It lessens the burden of the department as they are relieved of problem of filing.
4. It exercises control over the records of the organization.
5. It creates a sense of responsibility and accountability because the central clerk can
be easily responsible for any problem.
6. It fixes responsibility for filing on a specialized office.

Disadvantages of Centralized Filing

1. Confidential matters that may be for one department only will become public
knowledge.
2. Information may be delayed when needed urgently.
3. In the event of fire outbreak, all the department records of the organization will be
destroyed.
4. The clerk will be specially trained and this may increase cost of filing.
5. It may become a dumping ground for different documents.

DECENTRALIZED FILING: - This is a filing method in which the physical

documents are located across the entire office. Document could be stored in the end
users’ offices, workstations or other workroom space. Unlike the centralized record
center, where the files are controlled exclusively by records department, a decentralized
system is controlled by the staff who create the file.

Advantages of Decentralized Filing

1. The physical file is stored at the end users’ desks not in a central location.
2. It does not require a full time records department.
3. End users can access their files at all times
 4. It does not require a central clerk.
5. End users are responsible for maintaining accuracy.
6. There is no delay in information when needed.

Disadvantages of Decentralized Filing System

1. The decentralized filing provide little or no security for files
2. Team members may have trouble locating files in case of absenteeism.
3. Filing may not be done professionally.
4. Duplication of records may occur has filing system is handled by several employee
5. It add mpre responsibilities to each end users or departments.

WEEK THREE
TOPIC: CLASSIFICATION OF GOOD FILING SYSTEM
This is the grouping and arrangement of files in an orderly manner. Filing system can be
classified into the following:

1. Alphabetical Filing
2. Numerical Filing
3. Chronological Filing
4. Subject Filing
5. Geographical Filing
6. Alphanumerical Filing

ALPHABETICAL FILING: - This is the system of filing or arranging records according to the
name of a person, company or subject in accordance with the letters of the alphabets. Documents
are arranged according to the order of the twenty-six letters of the alphabet starting from A-Z.
For example, document starting form A will come before B.

Advantages of Alphabetical Filing

1. It is very easy and convenient when documents are grouped by alphabet.
2. File can be easily located under this system.
3. All the users can be easily remember the twenty six alphabets.
4. It helps in grouping of files and documents with the same alphabet.
5. It is basic to all forms of filing system

Disadvantages of Alphabetical Filing

1. Users should have good education and well trained before they can understand.
2. It may lead to congestion under names that are common like alphabet ‘O’.
3. It might take longer to locate documents in a big organization
4. It is problematic when there are many customers sharing the same name.
5. Once any paper is misfield it may be difficult to retrieve in a large system.
 NUMERICAL FILING: - Under this system, each document or folder is given a number
and filed in a serial number order. For example, files are arranged in 1, 2, 3 sequence. Simply
put, items are coded with numbers. Here, numbers are assigned to each file and are arranged
in a sequential order.

Advantages of Numeric Filing

1. It is very fast
2. It provides identification of the record
3. It is easy to find relevant record
4. It has no limit because new files can easily be added.
5. Sub units like 1.1, 1.2, 1.3, can be created without creating problem.
6. It is very easy to locate missing files
7. It offers better file confidentiality because no names are displayed on the files.
8. It works well when handling a large volume of files

Disadvantages of Numeric Filing

1. The spaced occupied may be big
2. Separate index register will be kept by the clerks.
3. The cost of indexing is likely to increase
4. It is time consuming referring to index.
5. Error may occur during clerical numbering.

CHRONOLOGICAL FILING: - This system stores documents in according to the date

(monthly or yearly). Here the date of the arrival is what matters. Document are arranged in the
first come first served basis. It is used where there is no reference made to the record. For
example,

APRIL MAY JUNE

Amina Aweytu Dorcas
Mustapha Lazarus Garba

Advantages of Chronological Filing

1. This system does not require special training
2. It is very easy to retrieve documents
3. Records are filed for many years
4. Usage of date is endless

Disadvantages of Chronological Filing

1. Any wrong placement of documents will affect the whole system.
2. It also require index register to locate a document
3. Files are separate into days months and years.
4. This method is rarely used nowadays
 WEEK FOUR
TOPIC: CLASSIFICATION OF GOOD FILING SYSTEM

SUBJECT FILING: - This involve the arrangement of documents by a given subject or

topic. The topic of the document forms the basis for this system. Files can be arranged in
alphabetical order. For example, motor vehicles expenses, stationery etc.

Advantages of Subject Filing

1. Easy referencing can be made to any subject
2. It is easy to combine other filing system like alphabetic or numeric
3. It is easy to add new subject to existing ones.
4. This is used by state or Federal Government.
5. There is no limit to expansion
6. The system is very easy to operate and understand

Disadvantages of Subject Filing

1. It is the most difficult of all filing methods
2. It is also expensive to maintain
3. There may be duplication of documents
4. It is very difficult to classify
5. It may not be suitable for an organization with large volume of records

GEOGRAPHICAL FILING: - This is a system which operate by origin or destination or

area or location and then alphabetical by account, name or numbers. For example, town in a
state.

Advantages of Geographical Filing

1. This is used by mail order system
2. It is easy to analyze and control
3. This system also adopts alphabetical filing
4. It considers places rather than object

Disadvantages of Geographical Filing

1. It involves two methods which may be cumbersome (complicated or complex).
2. Experts are needed to operate it.
3. It is more costly
4. Using both geographical and alphabetical may create confusion
5. It is prone to error

ALPHANUMERICAL FILING: - This is system uses both letters and numbers to organize
files. It is based on the combined use of letters of the alphabet and then numbers. Documents cab
be arranged first in alphabet and the numbers. For examples A1, B2, C3, D4, etc.
 Advantages of Alphanumerical Filing
1. It allows for easy pre-sorting when needed to pull out a large quantity of files from the
same location.
2. It is easy to operate by the filing clerk
3. Usage of the number is limitless
4. It uses both numerical and alphabetical

Advantages of Alphanumerical Filing

1. Combining of both systems may create confusion.
2. There is need for special training
3. Training may also result to extra cost.