FILE CLASSIFICATION
A filing system is a method of organizing and
storing documents and other information so that
it can be easily retrieved and used.
TYPES OF FILING SYSTEMS
MANUAL FILING SYSTEMS ELECTRONIC FILING SYSTEMS HYBRID FILING SYSTEMS
This type of filing system involves This type of filing system uses This type of filing system combines
physically storing documents in computer technology to store and aspects of both manual and
folders, either in a cabinet or on organize information electronically. electronic filing systems, allowing
shelves. The folders are usually This can include file folders on a for both physical and digital storage
labeled with a specific indexing computer's hard drive or cloud- of documents.
system (file classification), for based storage systems.
storage and to help locate specific
documents.
THE PRINCIPLES OF AN EFFECTIVE FILING SYSTEM
▪ Accuracy
The filing system should accurately reflect the contents of each file.
▪ Consistency
The filing system should be consistent, with all files organized in the same manner.
▪ Accessibility
The filing system should allow for easy access to files, and documents should be retrievable in a timely
manner.
▪ Security
The filing system should be secure, with appropriate measures taken to protect sensitive information.
▪ Economy
The filing system should be cost-effective and efficient, making the best use of available resources
▪ Flexibility
The filing system should be flexible, allowing for changes to be made as needed to meet changing
requirements.
To achieve goals and principles of filing system,
files/records need to classify using proper
classification technique by build a subject
matter and give appropriate coding label for the
purpose of storage and retrieval.
FILE
CLASSIFICATION
SUBJECT
TECHNIQUE CLASSIFICATION
FILE CLASSIFICATION
CODING SYSTEM
SUBJECT CLASSIFICATION
A subject-based approach involves drawing up a classification scheme for
records, based on their subject matter.
Subject classification will therefore identify, group, codify or standardized
the files/records into fields, groups, types, categories, locations,
organizations or things.
All files are arranged according to subject headings or title on a file.
Alphabetical Function & Administrative
System Activity System Structure System
Types Subject Classification
TYPES SUBJECT CLASSIFICATION
DICTIONARY ARRANGEMENT
ALPHABETICAL
SYSTEM Example:
Function & Akaun Jabatan
Activity System Bantuan Kewangan
Carta Organisasi
Dewan Penyelidikan
Administrative
Structure System
Elaun Perkhidmatan
Peralatan
Rawatan
Zakat
TYPES SUBJECT CLASSIFICATION
Alphabetical Function : TADBIR URUS SEKOLAH
system
Activity: KURIKULUM
FUNCTION &
ACTIVITY SYSTEM Sub-activity: SUBJEK TERAS
Administrative Transaction (File): JAWATANKUASA PANITIA
Structure System MATEMATIK
TYPES OF SUBJECT CLASSIFICATION
ACADEMICS
Alphabetical AFFAIR
system
Function & ACADEMIC
Activity System EXAM UNIT
UNIT
ADMINISTRATIVE
STRUCTURE SYSTEM EXAM EXAM ACADEMIC
TIMETABLE RESULT PROGRAMS
CODING SYSTEM
A coding scheme is a set of codes, defined by letters and/or numbers
that assign to categorize a segment of the subject.
Its developed according to a pre-established set of rules.
Alphabetical Alphanumeric Block-numeric Decimal-numeric Duplex-numeric
Types Of Coding System/Scheme
TYPES OF CODING SYSTEM/SCHEME
ALPHABETICAL Alphanumeric Block-numeric Decimal-numeric Duplex-numeric
An alphabetic coding system is arranged in straight alphabet order by subject.
Example:
ALPHABETIC SUBJECT
ACC Accounting
ACCPYB Accounts Payable
BDG Building
BDGMNT Building Maintenance
BSN Business
BSNADM Business Administration
TYPES OF CODING SYSTEM/SCHEME
Alphabetical ALPHANUMERIC Block-numeric Decimal-numeric Duplex-numeric
An alphanumeric coding system consists of a combination of letters and numbers.
Example:
ALPHANUMERIC SUBJECT
HR HUMAN RESOURCES DEPARTMENT
HR-01 Recruitment
HR-01-00 Policy
HR-01-01 General
HR-01-02 Interview
HR-01-03 Job Scope
TYPES OF CODING SYSTEM/SCHEME
BLOCK-
Alphabetical Alphanumeric Decimal-numeric Duplex-numeric
NUMERIC
A block-numeric coding system consists of block of primary numbers that are
allocated for each group of major function carried out by the organization.
Example:
BLOCK-NUMERIC SUBJECT
100 - 199 ADMINISTRATION
200 - 299 ASSET MANAGEMENT
300 - 399 FINANCIAL MANAGEMENT
400 - 499 HUMAN RESOURCE
TYPES OF CODING SYSTEM/SCHEME
DECIMAL-
Alphabetical Alphanumeric Block-numeric Duplex-numeric
NUMERIC
The decimal-numeric coding system consists of the number of the subdivision
followed by a decimal which id followed by one or more digits.
Example:
BLOCK-NUMERIC SUBJECT
300 BUDGET
301 Annual Allocation
301.1 Management Allocation
301.1.0 Treasury Procedures
301.1.1 Pay and Allowances
TYPES OF CODING SYSTEM/SCHEME
DUPLEX-
Alphabetical Alphanumeric Block-numeric Decimal-numeric
NUMERIC
In the duplex-numeric coding system, a combination of numbers and hyphens.
Example:
BLOCK-NUMERIC SUBJECT
2 PUBLIC RELATION DEPARTMENT
2-1 Advertising
2-1-0 Policy
2-1-1 General
2-1-2 Print Media
2-1-3 Electronic Media
FEATURES OF A GOOD CODING SYSTEM
▪ It must generate unique reference numbers for each item to be classified.
▪ It should be as simple as possible.
▪ It should provide a self-evident order: that is, the arrangement of items
within the system should be logical and predictable.
▪ It should be unambiguous in form or format: for example, there should
be no choice about upper- or lower-case letters or the presence or absence
of an element,
▪ Its elements should be clearly distinguishable from each other
Alphabetical
System
METHODS OF
FILE
SUBJECT
CLASSIFICATION
Function &
Activity System
CLASSIFICATION
APPLIED BY
FILE
Administrative
Structure System ANM
CLASSIFICATION
Alphabetical Alphanumeric
CODING
SYSTEM
Duplex-numeric
Block-numeric Decimal-numeric
DEVELOPMENT OF FILE CLASSIFICATION
By ARKIB NEGARA MALAYSIA
▪ The National Archives Act 2003 [Act 629] mandates the National Archives of Malaysia (ANM)
to manage government records starting from the creation stage until disposal.
▪ ANM has introduced some rulings to transform the management of government records.
▪ ANM has made a file classification based on the functionality of records such as General
Affairs (Urusan Am) and Functional Affairs (Urusan Fungsian) to meet the requirements in
MS 2223: Information and documentation – Records Management Part 1: General and Part 2:
Guidelines.
▪ File classification can help in creating usable records as authentic evidence because it can
show content, structure and context creation.
FILE CLASSIFICATION DEVELOPMENT OBJECTIVES
▪ Establish uniformity of file classification in Public Offices;
▪ Pre-conditions for the implementation of the Electronic Records Management
System (ERMS);
▪ Enables systematic creation and capture of records to meet auditing, investigation
and legal compliance requirements;
▪ Simplify and speed up the tracking of records to improve service delivery;
▪ Assist in the preparation of the Record Disposal Schedule / Jadual Pelupusan
Rekod (JPR).
STEPS OF FILE CLASSIFICATION DEVELOPMENT
STEP ACTIVITY
Step 1 File Classification Development Discussion
Step 2 Establishment of a File Classification
Development Work Team
Step 3 Development of File Classification
Step 4 Harmonization of File Classification
Step 5 Preparation of File Classification Code
Step 6 Preparation of File Classification Manual
STEPS OF FILE CLASSIFICATION DEVELOPMENT
STEP ACTIVITY REQUIREMENTS
STEP 1 File Classification Development Public Offices need to contact ANM to hold discussions &
Discussion advice on file classification development.
STEP 2 Establishment of a File Classification Ketua: SU Kementerian / Pengarah / Timbalan Pengarah /
Development Work Team Penolong Pengarah
Setiausaha: Ketua Penolong Setiausaha / Penolong Pegawai
Tadbir / Pegawai Rekod Jabatan
Ahli-Ahli: Ketua – ketua Bahagian / Seksyen / Unit Penasihat
Undang-undang / Pegawai Perundangan;
Pegawai dan kakitangan yang berkaitan;
Kerani Rekod Jabatan.
STEPS OF FILE CLASSIFICATION DEVELOPMENT
STEP ACTIVITY REQUIREMENTS
STEP 3 Development of File a. Functional and Activity Analysis
Classification
Functional analysis is made based on information obtained from:
▪ Objectives and functions of the department;
▪ Vision and mission of the department;
▪ Function charts;
▪ Annual report of the department;
▪ List of existing files; and
▪ The carried-out activities
b. File Classification Hierarchy
▪ Identify the functions, activities, sub-activities and transactions
c. Vocabulary Control
d. Preparation of Classification Description
▪ Listed functions and activities must be provides with a complete and in-
depth description.
▪ It should describe the scope coverage of functions, activities, sub-activities
and transactions that can facilitate filing work and file retrieval.
Sample of File Classification Hierarchy
Sample of Classification
Description
Housekeeping Records Functional Records
STEPS OF FILE CLASSIFICATION DEVELOPMENT
STEP ACTIVITY REQUIREMENTS
STEP 4 Harmonization of File All functional file classifications draft that have been developed are necessary
Classification harmonized between the File Classification Development Work Team Public
Office and ANM File Classification Development Team.
STEP 5 Preparation of File a. Coding System
Classification Code ANM set a Block-Numeric Coding Scheme
▪ 100 - 500 – Housekeeping Records
▪ 600 and above – Functional Records
b. Coordination of Punctuation
▪ A dash ( – ) should be used to separate functions and activities.
▪ Slash marks ( / ) should be used to separate activities, sub-activities
and transactions.
c. Abbreviation of Public Office Name
▪ Public Offices need to use the abbreviation of the name that has been
agreed with ANM to avoid confusion due to duplication the use of
abbreviations of the same name as other Public Office.
▪ ANM will create a Daftar Induk Singkatan Nama for control purposes.
Sample of Classification
Code (Coding System)
Sample Coordination of Punctuation
Example of Abbreviation
the Public Office Name
STEPS OF FILE CLASSIFICATION DEVELOPMENT
STEP ACTIVITY REQUIREMENTS
STEP 6 Preparation of File Classification Manual a. The Public Office must provide a manual that explains:
▪ Method of using file classification
▪ Classification code
▪ File opening, naming and closing methods
▪ Other things about file classification and file
handling that staff need to know.
b. This File Classification Manual needs to be updated by
the Public Office from time to time if there are changes
or increased functionality.
File Classification Manual
UPDATING PUBLIC OFFICE
FILE CLASSIFICATION
Public Offices need to update the file classification in the following
situations:
a. Restructuring the public office;
b. Addition or reduction of functions; and
c. All or part of the function is no longer implemented.
IMPLEMENTATION OF FILING
SYSTEM IN PUBLIC OFFICE
▪ Classification of files that have been prepared by the Public Office and
have been agreed by ANM must be inform to all Public Office staff before
expanded its use.
▪ Training sessions should be held to improve the skills of staff using file
classification as well as providing knowledge to the new staff.
▪ Monitoring the use of file classification should be always carried out to
ensure records are created and filed correctly.
REFERENCES
Arkib Negara Malaysia (2016) Panduan Pengurusan Rekod Sektor Awam. Kuala Lumpur:
Arkib Negara Malaysia
Rusnah Johare (2001) Records Management Handbook: guidance on the management of
current, semi-current and non-current records. Shah Alam : UiTM
THANK YOU
