llLLlnC S?

S1LM
Why Crgan|zat|on shou|d have a I|||ng
System
llllng means keeplng documenLs ln a safe place and belng
able Lo flnd Lhem easlly and qulckly uocumenLs LhaL are cared
for wlll noL easlly Lear geL losL or dlrLy
A flllng sysLem ls Lhe cenLral recordkeeplng sysLem for an
organlsaLlon lL helps you Lo be organlsed sysLemaLlc efflclenL
and LransparenL lL also helps all people who should be able Lo
access lnformaLlon Lo do so easlly
lL ls always a pleasure when someone looks for
someLhlng and ls able Lo flnd lL wlLhouL dlfflculLles ln our
organlsaLlons we work ln groups We recelve and send ouL
documenLs on dlfferenL sub[ecLs We need Lo keep Lhese
documenLs for fuLure reference lf Lhese documenLs are noL
cared for we cannoL accounL for all our organlsaLlonal
acLlvlLles Lveryone who needs Lo use documenLs should
know where Lo geL Lhem
What do we f||e
We flle documenLs LhaL are senL Lo us by
oLher people or organlsaLlons We also flle
records of all our organlsaLlonal acLlvlLles
1hese can be leLLers memos reporLs flnanclal
records pollcy documenLs eLc
When do we f||e
1hls depends on how busy your offlce ls ln
very busy organlsaLlons flllng ls done aL leasL
every day and usually flrsL Lhlng ln Lhe
mornlng ln a small or less busy offlce you
could flle once or Lwlce a week
1he sysLemaLlc classlflcaLlon and flllng of
maLerlal ls cruclal for efflclenL reLrleval purposes
Much depends on Lhe way ln whlch Lhe
admlnlsLraLlon ls organlzed and how
responslblllLles are allocaLed and work carrled
ouL 1here ls llLLle polnL ln seLLlng up caLegorles ln
a flllng sysLem however loglcally concelved lf
Lhey don'L reflecL Lhe acLual work of Lhe people
who wlll make use of Lhe sysLem
Llke any classlflcaLlon scheme Lhere wlll be
general caLegorles subdlvlded lnLo more speclflc
ones as ln Lhe llsL of records glven above An
example may make Lhls clear MaLerlal on courses
wlll need Lo be classlfled lnLo pasL presenL and
fuLure courses
9ast
Syllabus
Class llsLs
8eporLs
9resent
Syllabuses
Class llsLs
1lmeLables
MaLerlals
Soclal programme
Iuture
Syllabuses
SLafflng pro[ecLlons
CosLlngs
Syllabus
W lL helps Lhe lnsLrucLor prepare and organlze Lhe course 1aklng Lhe
Llme Lo consLrucL a deLalled syllabus wlll help you deflne Lhe course
goals plan Lhe course sLrucLure and asslgnmenLs exams revlew
sesslons and oLher acLlvlLles and deLermlne how much Llme you
should devoLe Lo parLlcular Loplcs
W 1he syllabus communlcaLes Lo sLudenLs a clear ldea of Lhe course
conLenL your approach Lo Leachlng lL and whaL Lhey can expecL Lo
do and Lo learn ln compleLlng Lhe course requlremenLs
W lL provldes sLudenLs wlLh a compendlum of lnformaLlon LhaL Lhey
wlll consulL LhroughouL Lhe course lncludlng loglsLlcal lnformaLlon
W ln LhaL lL seLs ouL course requlremenLs and pollcles regardlng
gradlng academlc lnLegrlLy sLudenL conducL aLLendance laLe work
and oLher lssues
Class LlsLs
Class llsL provldes lnformaLlon on each
sLudenL reglsLered for a speclflc class Lach
sLudenL ls llsLed ln alphabeLlcal order lor
example name lnsLlLuLlon rogram College
ueparLmenL uegree Crade Mode eLc ?ou
may also vlew hls/her address and phone
lnformaLlon
1lmeLable
WlLh Lhls LlmeLable you know
W 1he owner of Lhe LlmeLable
W 1he number of days
W 1he number of perlods
W 1he sub[ecLs scheduled
W 1he Leachers
W uay and Llme of free lessons
8efore we can creaLe Lhe LlmeLable we need Lo geL Lhls lnformaLlon
8aslc lnformaLlon
W 1he number of days
W 1he number of perlods
W A llsL of all Leachers
W A llsL of all sub[ecLs
W A llsL of all classes ln Lhe school
lnformaLlon for each Class
W A llsL of sub[ecLs LaughL Lo Lhe class
W 1he number of lessons each sub[ecL ls LaughL
W 1he name of Lhe Leacher who wlll Leach each sub[ecL Lo a class