FILING SYSTEMS AND PROCEDURES

Procedures for Preparing Record for filing

Records are very important to the smooth running of an organization.

However, before any documents are filed, there are certain sets of procedures which

must be followed.

Collecting

All documents from the different departments to be filed must be collected at

the agreed time and in an orderly manner.

Inspecting

After the paper has been orderly arranged, each documents have to be

examined to ensure that is has been released for filing. A mark agreed upon will be

put on each document, example: x

Indexing

This involves deciding the name under each document should be filed,

example, the name of firm, the name of the writer or the name of the subject.

Coding

The next stage is to decide the mark on the document the correct indent

order, example 1,2,3.

Cross Referencing

Having decided the index order, a card/sheet of each document then may be

filed under more than name has to be prepared stating where the document is filed and
placed in the folder where it is likely to be requested or put a photocopy of the

document there.

Sorting

The next stage is to arrange documents in alphabetical order

Punching

The final stage is to make holes one the document to attach them on the

folder.