Manual and Electronic Filing Systems

Name : Adam Mitchell

Candidate Number: 160001
Subject: EDPM
Year of Exam: 2024
Teacher: Mrs. Cheryl Ramdeeen-Mohammed
 Table of contents

Introduction …………………………………………………………………………………1

Manual Filing Systems………………………………………………………………………2

Electronic Filing System…………………………………………………………………….4

Manipulation Risks in Hierarchical Electronic Filing Systems…………………………..6

Retention Of Data……………………………………………………………………………8

Bibliography…………………………………………………………………………………9
Introduction
In today’s digital age, effective file management is essential for organizations to ensure the

efficient storage, retrieval, and organization of documents. This project aims to explore the

characteristics and functionalities of manual and electronic filing systems. By comparing their

advantages and disadvantages, we can understand their respective strengths and weaknesses, ass

isting organizations in making informed decisions regarding the choice of a suitable filing system
Manual Filing Systems

Definition and Overview:

A manual filing system is a method of organizing and storing documents physically,

typically using paper-based formats. It involves the use of folders, cabinets, and labels

(Figure 1.0) to categorize and locate documents. In a manual filing system, documents are

arranged in a hierarchical structure based on categories,

subcategories, and specific identifiers.

Figure 1.0 Cabinet System

Operation:

Manual filing systems operate through a series of steps. Initially, documents are

classified into categories or topics, allowing for easier retrieval. Next, folders or files are

labeled with relevant information to facilitate

identification. These folders are then stored

within cabinets or storage units in a systematic

manner, often using an indexing system to

track the location of specific documents.

Figure 1.1 Binders/Folders

Advantages and Disadvantages:

Manual filing systems offer certain advantages. First, they do not require complex

technology or software, making them accessible to organizations with limited technological

resources. Second, manual systems provide a tangible representation of documents, allowing

for a physical backup in case of technological failures. Additionally, manual systems can be

cost-effective, especially for smaller organizations with a limited number of files.

However, manual filing systems also have limitations. Retrieving documents from a

large collection can be time-consuming and prone to human error. Additionally, physical

storage requirements can be extensive, necessitating space for cabinets, folders, and ongoing

maintenance. Manual systems may also face challenges in terms of document security and

confidentiality, as physical files can be more susceptible to loss, theft, or unauthorized access.
Electronic Filing Systems

Definition:

An electronic filing system is a digital method of organizing, storing, and managing

documents and files. It utilizes computer software, folders, and metadata to facilitate the

efficient storage, retrieval, and organization of electronic documents.

Operation:

Electronic filing systems operate through computer software, folders, and metadata.

Software applications provide features for creating

folders, subfolders, and file structures. Users can

assign metadata to documents for efficient search and

organization.

Figure 2.0

Advantages

• Accessibility: Quick and convenient access to documents from anywhere, facilitating

remote collaboration and reducing dependency on physical presence.

• Space and Cost Efficiency: Elimination of physical storage space, reducing costs

associated with paper, printing, and storage facilities.

• Searchability and Organization: Powerful search functionalities and metadata enable

efficient document retrieval and organization.

• Version Control and Collaboration: Features for tracking changes, collaborating on

documents, and maintaining revision history enhance teamwork and productivity.

Disadvantages

• Technical Issues and Dependency: Risk of system crashes, software glitches, and

connectivity problems impacting access to files.

• Cybersecurity Risks: Potential for unauthorized access, data breaches, and cyber

threats, requiring robust security measures. (Figure 2.1)

• Learning Curve and Training: Adaptation to new software interfaces and workflows,

necessitating training and support.

Figure 2.1
 Manipulation Risks in Hierarchical Electronic Filing Systems

A hierarchical electronic filing system can be manipulated through unauthorized access, file redirection,

access control manipulation, file deletion/modification, and impersonation. These vulnerabilities can

result in data breaches, unauthorized modifications, loss of critical files, and unauthorized access to

sensitive information. To mitigate these risks, implementing robust security measures, such as strong

access controls, encryption, regular audits, and user awareness training, is crucial.
Diagram Showing A Hierachial Folder Layout

Root Folder

Department A

Project A1

Project A2

Project A3

Department B

Project B1

Project B2

Project B3
 Retention of Data

1. Archiving: Archiving refers to the process of storing files that are no longer actively used but still

need to be retained for future reference or legal requirements. Archived files are typically moved to a

separate storage location, such as offline or cloud storage, to free up space on active systems. Archiving

helps maintain data organization and accessibility while reducing clutter.

2. Compressing files: File compression is the process of reducing the size of files by using algorithms

to eliminate redundant or unnecessary data. Compressed files take up less storage space, making it more

efficient to store and transfer them. Popular file compression formats include ZIP, RAR, and GZIP.

Compressing files is useful when storage space is limited or when sending files over the internet.

3. Retention period for different types of documents: The retention period for different types of

documents varies based on legal, regulatory, and business requirements. For example, financial records

may need to be retained for a certain number of years to comply with tax laws, while employee records

may have different retention periods based on labor regulations. It is important to consult relevant laws,

industry guidelines, and company policies to determine the specific retention periods for different types

of documents.

4. Disposing of files: Disposing of files involves securely removing or destroying files that are no

longer needed. This is done to protect sensitive information and maintain privacy. Common methods of

file disposal include shredding physical documents and securely deleting digital files using methods

that prevent data recovery. It is important to follow proper procedures and adhere to legal requirements

when disposing of files to ensure the confidentiality and integrity of the information they contain.
 Bibliography

https://www.intradyn.com/data-retention-policy/

https://advantages-of-manual-filing-3907.peatix.com

https://www.bitfarm-archiv.com/document-management/dms-problems.html

https://www.hyland.com/en/resources/terminology/document-management/electronic-

file-

management#:~:text=Electronic%20file%20management%2C%20or%20electronic,the

%20disposal%20of%20hard%20copies.

https://www.diligent.com/insights/entity-management/what-is-electronic-filing/

https://www.difference.wiki/computer-file-vs-manual-file/