WELCOME

TO
WRITING SKILLS ENHANCEMENT
PROGRAMME

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 Filing
and
Documentation
By Tarun K Soni
Section Officer
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Importance of Filing

➢ A proper filing system is essential for convenient

identification, sorting, storage and retrieval of
papers and documents.

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FILE AND FILING
File
File means a collection of papers on a specific
subject-matter, assigned a number (File No.) and
consisting of one or more of —(a)
Correspondence; (b) Notes; (c) Appendix to
Correspondence; and (d) Appendix to Notes.

Filing
Filing can be defined as placing loose matter in
some systematic order so that the papers wanted
can be located readily.
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File Management & Filing practice in our
University

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CONSTITUENTS /COMPONENTS OF A FILE

 Letters or Enclosures
 Notes/Note Sheet

 File cover

 Tag

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 ESSENTIALS OF FILE MANAGEMENT/FILING

 Each and every School/ Centre/ Department

/Section and Section must have Master File Index
Register/File Management Register separately
 Subject wise files to be maintained separately

 There must be a correspondence file and Policy

File (For example: LTC correspondence file and
LTC Policy File)
 Policy Files must be in custody in Section Head
and General Correspondence must be with
Dealing Clerk/Assistant.
 All the enclosures and Note sheets are to be
serially numbered and properly docketed.
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 File Management Register maintained manually.
Must be printed, softcopies only for reference, if
maintained
 It will be a permanent record and therefore, will
contain adequate number of sheets according to
the needs of each branch/section/unit.
 Periodically File Management Register must be
produced before Brach/Section Head for perusal
and verification please.
 All the correspondence to be filed in chronological
sequence compulsorily.
 A file must contains 100-150 correspondence,
means file must not be made so bulky for
movement.
 Passing of information to anyone is strictly 8
prohibited.
SAMPLE OF FILE MANAGEMENT REGISTER

Subject: General Administration

S.No. File No. Date of Date of Remarks/ Signature

Opening Closing Classificat
ion

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 Page Numbering and Docketing:
➢ A Receipt, on being added to the file, will first be assigned
page number(s). For this purpose, each page will be
separately numbered on the upper right hand corner,
consecutively.
➢ Pages left blank or duplicate copies of the same receipt
need not be page numbered.
➢ Printed documents with their own page numbering may be
given a single number.
➢ The Receipt will then be docketed. Docketing is the process
of assigning a Serial Number to the Receipt and then
entering this Serial Number, Diary number and page
number of the Receipt on the notes portion of the file.
➢ Any remarks that an officer might have recorded on the
receipt relating to how the paper should be processed.
➢ Every paper shall be punched at the left hand top
corner to the correct gauge (3/4 of an inch from
either side) before it is tagged to the correspondence
or notes.
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GUARD FILE
 Each Division shall open Guard Files on
important subjects in its charge. Copies of all
important documents received or issued shall be
filed in the Guard File. The maintenance of the
Guard Files will be the personal responsibility of
concerned department. Divisional Head may
usefully maintain their own Guard files in
addition.

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Why Guard File
➢ To be maintained date wise

➢ To check the records when main file is in

movement
➢ Provide new officers with the background, policy
and procedures on the subject;
➢ facilitate quick submission and disposal of cases.

➢ Help in locating previous papers having a

bearing on the subject.

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Part File
 A part file may be opened when the main file is not
likely to be available for sometime and it is necessary
to process a fresh receipt or a note without waiting for
its return, or when the main file has become rather
bulky, in which case only the essential papers which
are required for the disposal of a point should be
submitted with a separate note sheet and not the
whole file.
 A part file will normally consist of:— (i) the original
'Paper Under Consideration' or its copy and other
essential papers on the 'Correspondence' side; and (ii)
the note or notes recorded or to be recorded on the
'Paper Under Consideration' or a copy thereof on the
'Notes' side.
 Part file should be amalgamated with the main file as
soon as possible. The duplicate papers, if any, should 13
be removed.
 WORKING A FILE

 When an officer passes an order

requiring a file or any matter to be
disposed of by a particular date, the
individual who is responsible for
carrying out that order must comply
with it before the date specified.
 Priority marked correspondence
must be processed accordingly.
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MOVEMENT OF FILES
 Every time a file moves from one Department/Section to another,
its movement shall be recorded by making appropriate entries in
the File Movement Register to be maintained in the format
prescribed.
S.No Date Letter/ File No. & To Signature Received Remarks
File Ref. and Date back on

All movement of the file must be recorded compulsorily and

signature of the Dealing Assistant/Clerk or the person taking
over must be obtained without fail.
When all the necessary action of particular case is completed
then file must be kept in respective file cabinet/almirahs and in
the remarks column “Closed” must be written. 15
STORAGE OF FILE/RECORDS:
 Files and records must be kept in respective
Department/Section in designated file
cabinet/Almirahs
 Records should be stored in a secured place that
is properly ventilated with adequate lighting and
is free of dampness, dust and termites etc.
 The records will be arranged serially Division /
Unit-wise, with proper labeling on the shelves.
 The Record Room and all the File Cabinet/
almirahs holding records therein should be
regularly cleaned/ dusted/ fumigated.
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 The area should also be rendered fireproof.
 Retention

 Destruction/Weeding out of Papers

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 Words of Gratitude
I am obliged that, Registrar
and Dr. Ishmeet Ma’am had
given me chance to deliver a
lecture in this workshop

Thank you 18