1.

File should not to be allowed to become to thick

2. File open for a long period will delay their disposal,
3. Even when file do not become too thick, they should be a ‘cut-off’ to their life as
current records. This is determined by the life cycle usually three to five years from
the date of the file’s opening
4. File that rarely refers the day it was opened can be considered to be closed. This
3.9. Closing file
can also be determined by the life cycle usually three to five years from the date of
the file’s opening
5. Physical file can be consider closed when a fully automated filling system has been
implemented in the organization
6. No further document can be added to files that are already closed. The word
CLOSED should be written

File Cover
File Diary Understand the function and
Also known as file jackets or folders, are usually made 1.
activities of the organizations
of rigid manila paper or board, cut a little larger than
the dimensions of the documents to be filed and 3.8. Establishing control
File Index
folded to enclose those documents and so minimise over new file Develop retrieval terms by
damage from handling and use.
analyzing functions and
File transit sheet 2.
activities by discussing with
3.1. Physical File records managers
Covers include spaces for the following information:
• file title
• classification codes
Studying work programmes,
• keywords or index terms
3. existing file lists and other
• date of opening Steps to construct controlled
• references to previous, continuation or related files CHAPTER 3 vocabulary in filing
available documentation

• security classification CREATING & classification scheme:

• retention and disposal information. Define the scope, for example
CONTROLLING FILES the level or depth of indexing
Using file dividers to 4. and whether proper names
separate the different and very general terms will be
transactions covered by included
the file
Filing the file
3.7. Creating a keyword list 5. Draft the authority list of terms
the chronological
method
6. Produce the thesaurus
3.2. Filing Procedure
Back to front
An equivalence relation ship

3 types of relationship
Front to back Method of filing
between terms in controlled Hierarchical relationship
vocabulary
Split File System
Associate relationship

- Substantive /Functional / Fundamental

documents should be filed.
- Inward correspondence
- internal minutes relating to the correspondence
and outward correspondence.
- Internally generated administrative
- Financial, legal and operational documents
Should be clear and precise providing adequate details about the
file’s actual and likely contents.
3.3. What should be file?
Titles must consists of a number of terms to describe the specific
3.6. Giving file title subject of the file in its functional context. (keywords)

To achieve consistency, the ‘keywords’ used in file titles should be

- Rough drafts, whether in manuscript or typescript, controlled by using authority lists for proper names and controlled
that do not differ in substance vocabularies or thesauri for subject terms to achieve consistency.
- Copies of correspondence and internal documents,
- Papers, reports and directives
- Spare or duplicate copies of documents 3.4. What should not be file?
- Ephemera, such as manufacturers’ and suppliers’
catalogs, advertisements,
- Invitations to social events and press cuttings
circulated for information only.

Part of files - One of a number of physical

units into which a file has been sub-divided
chronologically as it has increased in size

Sub-files
Separate file dealing with a discrete aspect
3.5. Opening new file
of the subject of a more general file.

Continuation files
A new file opened when the old file on the
subject has reached its cut-off date within
the file cycle.