FILES MANAGEMENT
TERENCE MICHAEL A. TABLIZO
Records Management Analyst
National Archives of the Philippines
Records
Management Phases
RECORDS
CREATION
RECORDS
MAINTENANCE
and CONTROL
RECORDS
DISPOSITION
Definitions
Files
a. a folder containing records; or
b. a collection of records involving a
specific name or topic; or
c. a class of records in a separate
group or series of file drawers; or
Definitions
Files
d. the operation involved in arranging
records in systematic order
e. in electronic recordkeeping, an
organized collection of related data,
usually arranged into logical
records that are stored together
and treated as a unit.
Definitions
Filing
Classifying and arranging of records in
a systematic way so that they are
not only safely stored but also
quickly retrieved when needed.
Definitions
Files Management
Refers to that aspect of records
management that deals with
keeping and maintaining records in
custody and the procedures of
classifying, filing, and servicing
them.
Files Management
Objectives
• To preserve the order of the record
• Simplified retrieval
• Continuity of information
Files Management
Concept
Centralized vs
Decentralized
Set-up
Centralized
All official files are concentrated in one
central records unit while the action
units maintain reference files
Considerations
Centralized
• When records need to be well
protected and controlled
Considerations
Centralized
• When records are used by more than
one department and need to be
easily located - not “rounded up” from
several other departments
Sales Department Advertising Department
Considerations
Centralized
• When duplication of records, space,
equipment, and supplies need to be
eliminated in order to save money.
Central File Accounting Marketing
Considerations
Centralized
• When filing can be done by full-time
“professional” file workers who can
put filing on a “production basis.”
Considerations
Centralized
• When all procedures can be
standardized, making it easy to file,
find, request, deliver, and return
records to the files.
• When records are confidential and
should be available only to the
department needing them
Set-up
Decentralized
All official files made and used by each
organizational unit is maintained and
controlled at the point of origin.
Considerations
Decentralized
• When copies of the same records
are filed differently according to how
the using department calls for them
Considerations
Decentralized
• When space for adequate well-
staffed and equipped, centrally
located file room is not available
• When fast, immediate release to
records is necessary
• When it is economical to locate
records nearest to the point of most
frequent user
Centralized Control
UNIFORM…
• policy direction
• procedural practices
• files classification and description
Two Major Activities
•Classification Operation
•Files Operation
Classification
Operation Filing Systems
NAP General Circular No. 1
Rule 6. Records Maintenance and Control
6.2 File Classification Guide for
Uniform Filing System
Each agency shall develop a File
Classification Guide or Scheme
based on its organization and
functions for a uniform filing system.
Classification
Operation Filing Systems
Purposes
• To make records available when needed
• To keep all related materials together
• To provide a permanent and safe
storage for records
Efficiency • Economy • Simplicity
Filing Systems
How to plan?
• Assign responsibility
• Obtain support
• Collect information: inventory records questions to
consider.doc
• Analyze records
• Develop a filing system
• Implement system
• Train users
• Monitor implementation, follow up and revise system
Filing Systems
Classification
• Alphabetic name
• Alphabetic subject
• Alphabetic location
• Numeric
• Chronological
• Functional Subject-Alphabetic
Classification System (FSACS)
Filing Systems
FSACS
Steps
1. Analyze the functions of the agency
and its records
Filing Systems
FSACS
Steps
2. Make a list of all these functions and
arrange them alphabetically.
Filing Systems
FSACS
Steps
3. Make a list of all subject topics
pertaining to each function.
Filing Systems
FSACS
Steps
4. Make a list of correlated subject
topics under each primary
classification and arrange them
alphabetically
Filing Systems
FSACS
Steps
5. Under each secondary subject topic,
group together other related minor
subject topics related to it and
arrange them alphabetically.
Files Operations
Filing Procedures
1. Check
2. Read
3. Mark
4. Sort
5. File
Files Operations
Servicing Files
• Issuing the records
• Asking for the records
• Locating the records
• Charging out the records
• Returning and re-filing records
• Following-up borrowed records
Files Operations
Servicing Files
NAP General Circular no. 1
Rule 6 : Records Maintenance and Control
6.6 Servicing with the File
Each agency shall adopt requisition and
charge out procedures in issuing files.
A follow –up device shall be
developed on charged out records
Date Taken Date
Returned
File Requisition Slip
Description of Records
Tracer No. Date of Records
Name of Requesting Official Title
Organization Tel. No.
Received By (pls. print) Signature
CHARGE-OUT
Date Subject or Name of Organizational Date Sign
Borrowed Description Borrower Unit Returned
Files Operations
Files Audit
• Periodic inspection of the internal
condition of a particular file to
determine the accuracy of
classification, coding, indexing
and filing of records
Files Operations
Suggested Rules
1. No one, except the file unit personnel, shall be permitted
access to the files.
2. Requisitions for materials on file must be made in writing
on forms provided for the purpose.
3. Records may not be kept beyond the due date specified
in the requisition slip. If eventually they are needed for a
longer period of time, the new due date must be duly
recorded in the corresponding requisition slip.
Files Operations
Suggested Rules
4. A whole folder should not be loaned when one or two
records contained therein shall suffice to fill the need of
the borrower.
5. Confidential records shall always be on file at the close
office hours.
FILES MANAGEMENT
TERENCE MICHAEL A. TABLIZO
Records Management Analyst
National Archives of the Philippines
