chapter 1-intro to filing system for record management

8/18/2019 Chapter 1-Intro to Filing System for record management

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CHAPTER 1:

INTRODUCTION TO FILING

SYSTEM


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Overview of FilingSystem

What is le?

a) A folder which co!"i# referece $%&er"d !i!le i which le!!er'# "re (ro(erl) "rr"*ed+

(Savumthararaj. G ,2006)

b) A or*"i,ed (h)#ic"l "##e%&l) -$#$"ll) i " folder. of doc$%e!# *ro$(ed!o*e!her for c$rre! $#e &ec"$#e !he) rel"!e !o !he #"%e #$&/ec!0 "c!ii!) or!r"#"c!io+

Note: " 2le i# $#$"ll) !he &"#ic $i! wi!hi " record #erie#+

c) A lo*ic"l "##e%&l) of d"!" #!ored wi!hi " co%($!er #)#!e%+ Note: I word3(roce##i* #)#!e%#0 i! i# !he i!ellec!$"l re(re#e!"!ioof " (h)#ic"l doc$%e!+

d) The &"#ic i!ellec!$"l e!i!) !h"! &ri*# !o*e!her record# rel"!ed !o!he #"%e f$c!io or "c!ii!)+

(International Records Management Trust, !!!)


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E4"%(le of co%(le!e 2le coer

(AM 455-Pin.1/80)

Kertas- Kertas Yang Berhubung

FPM. 600 – 17 /53

Didaftarkan di bawah perkara

PERKARA

Pengambilan Pelajar Program IS 222P.K.1!7"#$%!6

Tarikh Kandungan ertama !!!!!!! Tarikh Kandungan "khir !!!!!ARAHAN 3 ARAHAN PENUTUPANFAIL -UNTU5 5EGUNAANPENDAFTARAN.

Dihantar

kepada

Tarikh dihantar Dihantar

kepada

Tarikh

dihantar

Dihantar

kepada

Tarikh

dihantar

" 2#.$.!# #") Tutu$ $ada !!!!!!%!

atau a$abila mengandungi &''lam$iran yang mana lebih awal

%T& $..!#

" 2'..!# #() Kaian ertama * TahunSele$as enutu$an ada !!%%!!!!!!!!!!!%%

#+) ,icadangkan ,i$indah -kan.,imusnahkan /

!!!!!!!!!!!!!!!!!!

#otong mana yang tiadaberkenaan% Satu senaraihendaklah dibuat untuk$ersetuu- an "rkib 0egara

1alaysia bagi memusnah kanatau memindah)

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APABILA FAIL INI TELAH DITTP !AKA TINDAKAN BA" HENDAKLAH DILAKKAN DALA! FAIL LAIN


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+hronology of FilingSystem

SystemA collec!io of i!errel"!ed

co%(oe!# !h"! f$c!io !o*e!her!o "chiee #o%e o$!co%e#+

(Satinger, ac*son + urd, 200-)


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Filing System

Proce##e# which ioled cl"##i2c"!io0

"rr"*e%e!0 #!or"*e0 co!rol "d ide4i* of2le# for !he ($r(o#e of re!riei* whe i! i#eeded



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T23 ,4"56"1 OF " F47405S8ST31

System

Input Process Output

Man Money Method

Machine-

Retrieve &flow out filesto right man, rightfileat

- Classification- rrangement- Storage

- Control-


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Obective of FilingSystem

7 R

To *ie !he ri*h! 2le !o !he ri*h!(er#o "!!he ri*h! !i%e


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"+T494T43S 40 " F47405 S8ST31

Re!riee

• Cl"##i2c"!io

• Arr"*e%e!

• Moe%e!

• S!or"*e•


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4m$ortance of FilingSystem

Proof -8l"c9 ;hi!e.Referece

Ac!#


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,evelo$ing : 4m$roving FilingSystem

Deelo( (l"

GoodFili*S)#!e%

8"#ic 2lePl"


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• e # ! " & l i # h e # d i r e c ! i o " d c o ! r o l

• e # $ r e # ! h " ! e 1 e r ) o e i 1 o l 1 e d h " # "

c o % % o $ d e r # ! " d i * o f ( $ r ( o # e " d * o " l # 0

( r o 1 i d e # * $ i d e l i e # 0 " d i d e ! i 2 e # ! h e e l e % e ! # o f " ( r o / e c ! +

PLANNING



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lan elements in logical order

1. A##i* re#(o#i&ili!)

>. O&!"i #$((or! 7. Collec! ifor%"!io: ie!or) record# ?. A"l),e record# @.

Deelo( " 2li* #)#!e% . I%(le%e! #)#!e% B. Tr"i $#er# . Moi!or i%(le%e!"!io0 follow $( "d rei

#e #)#!e%


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1. A##i* Re#(o#i&ili!)

Oe idiid$"l #ho$ld &e "##i*ed re#(o#i&ili!) for

deelo(i* "d coordi"!i* !he ew 2li* #)#!e%+

Record# Coordi"!or

) M") wor9 i co/$c!io wi!h !he 6ecords "uthority or wi!h" co%%i!!ee e#!"&li#hed for !h"! ($r(o#e+

) M") i%(le%e! !he #)#!e%) M") #$(eri#e o!her# i i!# i%(le%e!"!io+


http://www.washington.edu/admin/recmgt/index.phphttp://www.washington.edu/admin/recmgt/index.php


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>. O&!"i S$((or!

To *"i !he #$((or! of &o!h !he "d%ii#!r"!io

"d !he $#er# of !he #)#!e%+

Ad%ii#!r"!ie #$((or! le*i!i%i,e# !he (ro/ec! "d e#$re# !he coo(er"!io of "ll %e%&er# of !he

oce+

Eer) %e%&er of !he oce %$#! $der#!"d !he($r(o#e "d #co(e of !he (ro/ec!+



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Wheneveryon

e

understand

c" hel(de!er%ie which

fe"!$re# or"#(ec!# of !he

(re#e! #)#!e%wor9 well "d

#ho$ld &e

re!"ied+

hel( ide!if)#(eci2c (ro&le%#

wi!hi !he(re#e! #)#!e%

!h"! %$#! &ech"*ed+

%"9e# !he% %ore"%e"&le !o $#i*!he #)#!e% oce i!i# i%(le%e!ed+



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7. The Record# Ie!or): Collec!ifor%"!io

ch"*e# !o " 2li* #)#!e% must &e*iwi!h " ie!or)+

A ie!or) i# " de!"iled li#!i* of "lle4i#!i* 2le# i " oce+ ;i!ho$!ifor%"!io *"ied !hro$*h "ie!or)0 i! wo$ld &e i%(o##i&le !o

deelo( or %"9e ch"*e# !o " 2li*



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a. onducting the inventor/

i+ cre"!e " %"( of e"ch roo% !o &e ie!oried+ii+ li#! !he !i!le "d d"!e# of e"ch 2le cre"!ed wi!hi !he oce+ -i " #)#!e%"!ic %"er.

?. A"l),e Record

A ""l)#i# &e*i# wi!h " c"ref$l co#ider"!io of !he followi* $e#!io#:

) who cre"!e# !he record#) who $#e# !he record#) how "re record# re$e#!ed) how of!e "re "rio$# !)(e# of record# re$e#!ed

) wh"! i# !he ol$%e of record# cre"!ed) how lo* do record# re%"i c$rre!) how %") (eo(le eed "cce## !o !he record#) how %$ch e$i(%e! i# ""il"&le !o #!ore !he record#) how %$ch #("ce i# ""il"&le for e$i(%e!


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A"l)#i# i# !he (roce## of reiewi* "llifor%"!io which h"# &ee collec!ed0%"i($l"!i* !h"! ifor%"!io wi!hi !hef$c!io"l "d o(er"!io"l re$ire%e!#of !he oce0 "d !he dr"wi*cocl$#io#+

@. Deelo( " 2lli* #)#!e%

"rrangement

) ;i!hi e"ch idiid$"l record #erie#0 2le# "re "rr"*ed i " order &e#!#$i!ed for r"(id re!rie"l "d di#(o#i!io+


http://www.washington.edu/admin/recmgt/files.system.development.htmlhttp://www.washington.edu/admin/recmgt/files.system.development.html


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The %o#! co%%o "rr"*e%e!# "re:

i% "l$habetic

3 Arr"*i* record# i "l(h"&e!ic"l order+ 3 Hel(f$l whe record# "re re!rieed &) "%e or !o(ic+ 3 Re$ire# e4!e#ie cro##3refereci* whe !he #$&/ec! &eco%e %ore #(eci2c+

3 Al(h"&e!ic 2le# c" &e "rr"*ed i !wo w")#:3 Dic!io"r) order 33 e"ch #$&/ec! i# (roided i!# ow folder+3 Ec)clo(edic order 33 #$&/ec!# "re *ro$(ed i!o %"/or he"di*#+ Idiid$"l folder#

"re 2led i"l(h"&e!ic"l order &ehid e"ch he"di*+

ii% +hronological

- A chroolo*ic"l #)#!e% i# %o#! $#ef$l for record# !h"! "re cre"!ed "d %oi!ored o "d"il) &"#i#+

3 Folder# "re "rr"*ed &) #e$e!i"l d"!e order+3 Reco%%eded !h"! chroolo*ic"l 2li* &e "oided+ Re!rie"l c" &e #low "d dic$l!"#

few (eo(le !ed !o re%e%&er d"!e# "cc$r"!el)+ The d"!e of occ$rrece i# r"rel) !he&"#i#

for re!rie"l of ifor%"!io+



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iii% 5eogra$hical

- ifor%"!io i# "rr"*ed "l(h"&e!ic"ll) &) *eo*r"(hic"l or (l"ce"%e+

iv% 0umerical

- Record# "re "rr"*ed &) doc$%e! $%&er+3 N$%eric"l 2le# "re %o#! e"#il) %""*ed !hro$*h !he followi*

#)#!e%#:

Seri"l $%&er3 U#ed for 2le# which h"e " (re(ri!ed $%&er+ ;or9# &e#! for record# !h"!"re "##i*ed " $%&er o cre"!io0 e+*+0 ioice# "d ($rch"#e re$e#!#+

Di*i! 2li*

3 U#e# " "((lied $%&er !o ide!if) folder#0 e+*+0 #oci"l #ec$ri!) $%&er0#!$de! $%&er0 ("!ie! $%&er0 &$d*e! $%&er+ ;or9# &e#! for record

#erie# co!"ii* l"r*e $%&er# of record#+



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. I%(le%e! S)#!e%

I! i# reco%%eded !h"! !he 2li* #)#!e% &e i%(le%e!ed i #!"*e#0&) (ri%"r) cl"##i2c"!io33oe record #erie# "! " !i%e+

)S!e(# i !he i%(le%e!"!io (roce## icl$de:)#or!i* ("(er 2le# i!o (ri%"r) cl"##i2c"!io)#or!i* elec!roic 2le# i!o direc!orie#)#or!i* ("(er 2le# i!o record #erie#)#or!i* elec!roic 2le# i!o folder#)"rr"*i* 2le# wi!hi e"ch record #erie#)"##i*i* " (h)#ic"l loc"!io wi!hi !he 2li* #)#!e% !o e"ch

(ri%"r) cl"##i2c"!io "d i!# "!!ed"! record #erie#)re3l"&eli* folder# or cre"!i* folder# !o reec! !he ew 2le #)#!e%)if ece##"r)0 !he ($rch"#e of ew 2li* #$((lie#


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B. Tr"i U#er

Fili* #)#!e% f"il wi!ho$! co#i#!e!(roced$re Tr"ii* #e##io# #ho$ld &e

cod$c!ed &) !heRecord# A$!hori!)


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8efore (re#e!i* " !r"ii* #e##io:deelo( !he #)#!e% !horo$*hl)wor9 o$! "w# #o !h"! !he #)#!e% h"# credi&ili!)

"llow deelo(er# !i%e !o &eco%e f"%ili"r wi!h !he#)#!e%

Tr"ii* #e##io# #ho$ld:oer $#er o((or!$i!) !o "#9 $e#!io#

(re#e! #)#!e% *o"l#e4(l"i ew (roced$re#"##i* #!" d$!ie# "d re#(o#i&ili!ie##!re## co%%i!%e! !o co#!"! #)#!e% i%(roe%e!



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. Moi!or i%(le%e!"!io0 follow3$( "d rei#e #)#!e%

Af!er " !e#! (eriod %ee! wi!h $#er# !o ide!if) (ro&le%#+ ;ri!!e 2li* (olicie# "d (roced$re# "re $#ef$l !ool#

which hel( e#$re !he #$cce## of !he ew #)#!e%+ ;ri!!e(olicie# #ho$ld icl$de: " &rief #!"!e%e! de#cri&i* !he cho#e #)#!e% "d i!#

"rr"*e%e!

de!"iled (roced$re# for !he cre"!io0 %"i!e"ce0 "d ($r*i* of

2le# (roced$re# for !he re!rie"l "d re32li* of ("(er folder#

#!" d$!ie# "d re#(o#i&ili!ie#

;ri!!e (olicie# hel( e#$re !h"! !he ew #)#!e% will &e$der#!ood &) "ll "d will #$cceed+



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A

chapter 1-intro to filing system for record management

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