Office Administration

COMBINATION
SYSTEMS
PREPARED BY MS. WYNTER
11/03/21
Combination System
 Combination filing system is a combination of centralize and
departmental filing in an organization.
Records that are relevant to the entire organization are filed
centrally, whereas department-specific records are filed within
each department.
A file plan is set up to document where each record is located,
enabling all personnel to know where the records maybe found
and who is responsible for maintaining them.
Combination System,
cont’d.
 A records manger or records management
department is appointed to coordinate and
maintain the file plan and to ensure that
the filing procedures are followed.
A locator index is maintained centrally for
records that are filed in each department
enabling records to be located quickly.
Activity
1. Discuss any THREE factors that should be
considered when deciding on an
appropriate filing system.
2. Differentiate between ‘centralized’ and
‘decentralized’ filing systems.
3. State TWO advantages and TWO
disadvantages of centralized filing.
 Summary
Combination filing system is a combination of centralize and
departmental filing in an organization. Records that are relevant to
the entire organization are filed centrally, whereas department-
specific records are filed within each department. A file plan is set
up to document where each record is located, enabling all
personnel to know where the records maybe found and who is
responsible for maintaining them.
Reference