OPENING A NEW

FILE

CREATING A NEW FILE
Opening New Files

First, when a document comes in, staff must decide
whether an appropriate file already exists or not.
If the appropriate file does not exists, staff should be create
a new file, classify the document and give it a title and
number.


Parts of files, Subfiles and Continuation File
Parts of files
A file is subdivided because it is too thick or because the
subject has a number of separate aspects.
Eg. When a file has become too thick, the old physical file
will be closed and a new one opened, but together they will
constitute a single intellectual file. They will have the same
title and classification code, but will be distinguished as
Part 1 and Part 2.


Subfiles
A subfile is created when the subject of the file has too
general or have a number of different aspects.





Continuation File
A continuation file is a new intellectual and physical file that
is opened when the old file on the subject has reached its
retention period.
For example, when it has become five years old from its
opening date, the file should be closed and a new file must
be opened, but the document still relate with the previous
file.(continously).
File cycle
File cycle is a specified period during which documents are added
to files, at the end of which new files are opened if the subject will
be continue to generate documents.










Record Management Lifecycle
File cycle





Create / open
file
Added (add
document into
files).
Closing file
Creation
Maintenance /
use
Disposition