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
Learning Outcome filing system. Upon completion of this competency unit, trainees will be able to:-
 Prepare organisational filing system requirement;
 Carry out filing activities; and
 Record filing activities. Training
Competency Unit ID FB-024-2:2012-C03 Level 2 66 Hours Credit Hours 6
Duration
Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode

1. Prepare i. Company procedure on 6 hours Lecture i. Company procedure

organisational filing system on filing system
filing system ii. Types of filing system:- listed out correctly
requirement  Physical filing ii. Types of filing
system system interpreted
 Electronic filing iii. Location of physical
system filing system
iii. Definition of metadata selected
iv. Location for physical
filing system

i. Determine company 12 hours Demonstrati

procedure on filing on &
system Observation
ii. Determine types of
filing system
iii. Determine location of
physical filing system

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 Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode
Attitude
i. Meticulous in
preparing
organisational
filing system

2. Carry out filing i. Procedure to determine 10 hours Lecture i. Documents filing

activities reference/ index code executed correctly
ii. File confidentiality according to
classification organisation SOP
iii. Physical filing system ii. Tools, equipment and
Log book materials for filing
iv. Physical file closure system listed out
procedures according to
v. Electronic folder procedure
creation method iii. Physical filing system
vi. Procedure to organise carried out correctly
electronic filing system based on procedure
vii. Backup media for iv. Electronic filing
electronic filing system:- system carried out
 Magnetic tape correctly based on
 Hard disc procedure
 External drive v. Backup for electronic
 Optical storage filing system
 Remote backup executed base on
service procedure
vi. Document indexing
carried out correctly
i. Differentiate physical 20 hours Demonstrati based on determined
and electronic filing on & format
system. Observation
ii. Create physical and
electronic file and
folder as per
requirements.
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 Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode
iii. Store and archive
records according to
physical filing
procedures.
iv. Create, rename and
delete electronic folder.
v. Arrange electronic file
according to file
classification.
vi. Apply security
measures for electronic
filing.
vii. Store and archive
electronic file.
Attitude
i. Ensure filing
system log
book updated
according to
procedure
ii. Ensure quick
retrieval of
document

Safety
i. Ensure safety
of document

Environment
i. Reduce/minimis
e wastage of
resources

3. Record filing i. Procedure to record 6 hours Lecture i. Filing activities

activities filing activities carried out correctly
based on procedure

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 Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode
i. Record physical filing 12 hours Demonstrati
system activities on &
ii. Determine procedure Observation
to record filing activities
iii. Update filing record

Attitude
i. Meticulous in
updating record

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Employability Skills

Core Abilities Social Skills

01.01 Identify and gather information. 1. Communication skills
01.02 Document information procedures or processes. 2. Conceptual skills
01.03 Utilize basic IT applications. 3. Interpersonal skills
02.01 Interpret and follow manuals, instructions and SOP's.
02.02 Follow telephone/telecommunication procedures. 4. Learning skills
02.03 Communicate clearly. 5. Leadership skills
02.04 Prepare brief reports and checklist using standard forms. 6. Multitasking and prioritizing
02.05 Read/Interpret flowcharts and pictorial information. 7. Self-discipline
03.01 Apply cultural requirement to the workplace. 8. Teamwork
03.02 Demonstrate integrity and apply practical practices.
03.03 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.
03.15 Liase to achieve identified outcomes.
03.16 Identify and assess client/customer needs.
04.07 Negotiate acceptance and support for objectives and strategies.
05.01 Implement project/work plans.
05.02 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

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REFERENCES

th
1. John Harrison, 10 edition, 1996, Secretarial Duties, ISBN 9780582278448
nd
2. Josephine Shaw, 2 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

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