Scribd
Upload
459 views2 pages

Filing Procedures

1. The document outlines procedures for maintaining an organized filing system, including procedures for incoming and outgoing mail, ensuring files are not lost, and methods for finding information. 2. Key aspects of maintaining the filing system are having documents protected from deterioration in a safe place, keeping proper order and organization, and good housekeeping including using sturdy folders stored vertically in labeled cabinets or drawers with guide cards to separate sections. 3. Steps for filing procedures include receiving documents, taking appropriate action, follow up, collecting documents, and properly filing them in the system.

Uploaded by

Jimena Álvarez
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
459 views2 pages

Filing Procedures

1. The document outlines procedures for maintaining an organized filing system, including procedures for incoming and outgoing mail, ensuring files are not lost, and methods for finding information. 2. Key aspects of maintaining the filing system are having documents protected from deterioration in a safe place, keeping proper order and organization, and good housekeeping including using sturdy folders stored vertically in labeled cabinets or drawers with guide cards to separate sections. 3. Steps for filing procedures include receiving documents, taking appropriate action, follow up, collecting documents, and properly filing them in the system.

Uploaded by

Jimena Álvarez
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd

FILING

DURES
PROCE
1 FILING CORRESPONDENCE
Incoming mail
1. The original letter together with a copy of your answer goes into the
subject file.
2. A second copy of the letter goes into the correspondence in file.

Outgoing mail
1. One copy of the letter goes into the subject file. Any letters in answer
to your letter must go into this file; and all future correspondence about
the subject.
2. One copy goes into the correspondence out file.

2 Making sure you


don't lose files
When people have files in their possession, it
is necessary to ensure that they are not lost
and that they are in perfect condition, in
addition to keeping a record.

A file-out book: It takes the record of


who has the file.
A file-out card: File-out cards are used
in a filing cabinet.

3 Finding information
Have an
alphabetical order,
in order of
importance or by
chronological order

4 FILING PROCEDURE
Step 1: Receiving the
document
Step 2: Action
Step 3: Follow up
Step 4: Collecting
Documents to be filed
Step 5: Filing
MAINTAINING THE FILING
SYSTEM

5 Maintaining the
filing system
It must have the documents always
very well protected. You have to have
them away from many factors to avoid
deterioration and have them in a safe
place. You must have an order and be
organized.

6 Good housekeeping
and safety
You have to have an order and you have to
be very clean.

1. Folders: They are made up of strong


cardboard papers to hold the documents.They
are placed in cabinet and their external part is
visible.

2. Cabinet or drawer: Folders are kept


vertically inside it. The size of drawer is
dependant upon the number of papers to be
kept in it.

3. Guide cards: The files are kept in a drawer


of filing cabinet. A guide cared is placed
between the folders to divide the drawer. 

You might also like