CURRICULUM of COMPETENCY UNIT (CoCU)

Sub Sector BUSINESS & FINANCE

Job Area OFFICE ADMINISTRATION
Competency Unit Title FILING ADMINISTRATION
The person who is competent in this CU shall be able to administer filing activities including physical and electronic
filing system. Upon completion of this competency unit, trainees will be able to:-
Learning Outcome  Prepare organisational filing system requirement; • Menyediakan keperluan sistem pemfailan organisasi;
 Carry out filing activities; and • Menjalankan aktiviti pemfailan
 Record filing activities. • Merekod aktiviti pemfailan.
Training
Competency Unit ID FB-024-2:2012-C03 Level 2
Duration
66 Hours Credit Hours 6
Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode
i. Prosedur syarikat mengenai
1. Prepare i. Company procedure on sistem pemfailan 6 hours Lecture i. Company procedure
organisational filing system ii. Jenis sistem pemfailan: - on filing system
filing system ii. Types of filing system:- • Sistem pemfailan fizikal listed out correctly
requirement  Physical filing • Sistem pemfailan elektronik ii. Types of filing
system iii. Definisi metadata system interpreted
Menyediakan  Electronic iv. Lokasi untuk sistem iii. Location of physical
keperluan filing system pemfailan fizikal filing system
sistem iii. Definition of metadata selected
pemfailan iv. Location for physical
organisasi; i. i. Prosedur syarikat
filing system
mengenai sistem
pemfailan
i. Tentukan prosedur syarikat i. Determine company 12 hours Demonstrati
mengenai sistem pemfailan on & disenaraikan
procedure on filing
ii. Tentukan jenis sistem Observation dengan betul
system
pemfailan ii. ii. Jenis sistem
ii. Determine types of pengajuan
iii. Tentukan lokasi sistem filing system
pemfailan fizikal ditafsirkan
iii. Determine location iii. iii. Lokasi sistem
of physical filing pemfailan fizikal
system yang dipilih

1
 Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode
Sikap Attitude
i. Ketelitian dalam menyediakan i. Meticulous in
sistem pemfailan organisasi preparing
organisational
filing system

i. Prosedur untuk menentukan

2. Carry out filing i. Procedure to determine kod rujukan / indeks 10 hours Lecture i. Documents filing
activities reference/ index code ii. Klasifikasi kerahsiaan fail executed correctly
ii. File confidentiality iii. Sistem pemfailan fizikal according to
 Menjalankan classification Buku log organisation SOP
aktiviti iii. Physical filing system iv. Prosedur penutupan fail ii. Tools, equipment and
pemfailan Log book fizikal materials for filing
iv. Physical file closure v. Kaedah pembuatan folder system listed out
procedures elektronik according to
v. Electronic folder vi. Prosedur untuk menyusun procedure
creation method sistem pemfailan elektronik iii. Physical filing system
vi. Procedure to organise vii. Media sandaran untuk carried out correctly
electronic filing system sistem pemfailan elektronik: - based on procedure
vii. Backup media for • Pita magnetik iv. Electronic filing
electronic filing system:- • cakera keras system carried out
 Magnetic tape • Pemacu luaran correctly based on
 Hard disc • Simpanan optik procedure
 External drive • Perkhidmatan sokongan jauh v. Backup for electronic
 Optical storage filing system
 Remote backup executed base on
service procedure
vi. Document indexing
i. Perbezaan sistem pemfailan i. Differentiate physical 20 hours Demonstrati carried out correctly
fizikal dan elektronik. and electronic filing on & based on determined
ii. Buat fail dan folder fizikal dan system. Observation format
elektronik seperti per ii. Create physical and
keperluan. electronic file and
folder as per
requirements.
 Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode
iii. Store and archive Sikap Keselamat i. Dokumen pengajuan
records according to i. Memastikan an dilaksanakan dengan betul
physical filing buku log sistem i. Pastikan mengikut SOP organisasi
procedures. pemfailan dikemas keselamat ii. Alat, peralatan dan bahan
iv. Create, rename and untuk sistem pemfailan yang
kini mengikut an
delete electronic disenaraikan mengikut
prosedur dokumen
folder. prosedur
v. Arrange electronic ii. Pastikan iii. Sistem pemfailan fizikal
file according to file dokumen Alam dijalankan dengan betul
classification. mendapatkan Sekitar berdasarkan prosedur
vi. Apply security semula cepat i. iv. Sistem pemfailan
measures for Kurangka elektronik dijalankan dengan
electronic filing. n / minimis betul berdasarkan prosedur
vii. Store and archive dan v. Backup untuk sistem
electronic file. pembazira pemfailan elektronik
Attitude n sumber dilaksanakan berdasarkan
i. Ensure filing prosedur
system log vi. Pengindeksan dokumen
book updated dijalankan dengan betul
according to berdasarkan format yang
procedure ditetapkan
ii. Ensure quick
retrieval of
document

Safety
i. Ensure safety
of document

Environment
i. Reduce/minimis
e wastage of
resources
 i. Prosedur untuk merekodkan
3. Record filing i. Procedure to record aktiviti pemfailan 6 hours Lecture i. Filing activities
activities filing activities carried out correctly
based on procedure
 Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode
Merekod aktiviti i. Record physical 12 hours Demonstrati i. Aktiviti pengisian dilakukan
pemfailan. filing system on & dengan betul
activities Observation berdasarkan prosedur
ii. Determine procedure
to record filing
activities
iii. Update filing record Attitude
i. Meticulous in
i. i. Catat aktiviti sistem updating record
pemfailan fizikal
ii. ii. Tentukan prosedur Sikap
untuk merekodkan i. Ketelitian
aktiviti pemfailan dalam
iii. iii. Kemas kini rekod mengemaskini
pemfailan rekod
Employability Skills

Core Abilities Social Skills

1.1 Identify and gather information. 1. Communication skills
1.2 Document information procedures or processes. 2. Conceptual skills
1.3 Utilize basic IT applications. 3. Interpersonal skills
2.1 Interpret and follow manuals, instructions and SOP's.
4. Learning skills
2.2 Follow telephone/telecommunication procedures.
2.3 Communicate clearly. 5. Leadership skills
2.4 Prepare brief reports and checklist using standard forms. 6. Multitasking and prioritizing
2.5 Read/Interpret flowcharts and pictorial information. 7. Self-discipline
3.1 Apply cultural requirement to the workplace. 8. Teamwork
3.2 Demonstrate integrity and apply practical practices.
3.3 Accept responsibility for own work and work area.
03.06 Respond appropriately to people and situations.
01.11 Apply thinking skills and creativity.
02.11 Convey information and ideas to people.
3.15 Liase to achieve identified outcomes.
3.16 Identify and assess client/customer needs.
04.07 Negotiate acceptance and support for objectives and strategies.
5.1 Implement project/work plans.
5.2 Inspect and monitor work done and/or in progress.

Tools, Equipment and Materials (TEM)

ITEMS RATIO (TEM : Trainees)

1. Computer (internet enabled) 1:1

2. Database software/hardware 1:1
3. Stationery and office supplies 1:1
4. Printer 1:5
5. Scanner 1:5
6. Photocopier 1:5
7. Filing storage 1:25
REFERENCES

1. John Harrison, 10th edition, 1996, Secretarial Duties, ISBN 9780582278448

2. Josephine Shaw, 2nd edition 1984, Administration in Business, ISBN 0712101861
3. Nicola Dimitri, Gustavo Piga, Giancarlo Spagnolo, 2006, Handbook of Procurement, ISBN 9780521870733
4. Estelle Belle Hunter, 2010, Office Administration for organizations supervising, ISBN 1146982763
5. Pattie Odgers, 2005, Administrative Office Management, ISBN 9780538438575
6. Brian Greenhalgh, Graham Squires, Introduction to Building Procurement, ISBN 9780415482158
7. Richard B. Chase, Nicholas J. Jacobs, F. Robert ( 2001) Operation Management For Competitive Advantage (Ninth), McGraw- Hill Education (
Asia), ISBN 0-07-120680-9