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    Imr504 Chapter 2 Mind Maps

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    NURAUNI NADHIRA BINTI AHMAD FAUZI
    1. The document discusses different types of filing systems and classification schemes for organizing policy files and records in an organization. 2. Key components that are described include types of files, factors to consider when choosing a filing system, requirements of a file classification system, and types of classification systems. 3. Choosing the right filing system depends on factors like the size and complexity of the organization, quantity of files, ease of organizing files into categories, and the skills of records staff.

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    Imr504 Chapter 2 Mind Maps

    Uploaded by

    NURAUNI NADHIRA BINTI AHMAD FAUZI
    47 views1 page
    1. The document discusses different types of filing systems and classification schemes for organizing policy files and records in an organization. 2. Key components that are described include types of files, factors to consider when choosing a filing system, requirements of a file classification system, and types of classification systems. 3. Choosing the right filing system depends on factors like the size and complexity of the organization, quantity of files, ease of organizing files into categories, and the skills of records staff.

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    IMR504_CHAPTER_2_MIND_MAPS

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    1. The document discusses different types of filing systems and classification schemes for organizing policy files and records in an organization. 2. Key components that are described include types of files, factors to consider when choosing a filing system, requirements of a file classification system, and types of classification systems. 3. Choosing the right filing system depends on factors like the size and complexity of the organization, quantity of files, ease of organizing files into categories, and the skills of records staff.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    47 views1 page

    Imr504 Chapter 2 Mind Maps

    Uploaded by

    NURAUNI NADHIRA BINTI AHMAD FAUZI
    1. The document discusses different types of filing systems and classification schemes for organizing policy files and records in an organization. 2. Key components that are described include types of files, factors to consider when choosing a filing system, requirements of a file classification system, and types of classification systems. 3. Choosing the right filing system depends on factors like the size and complexity of the organization, quantity of files, ease of organizing files into categories, and the skills of records staff.

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    of 1

    Policy files

    1. Decimal System
    Operational/Subject/Functional Files
    2. Multi-part System
    2.1 Types of files 2.8. Types of 3. Alphanumerical System
    Administrative/Housekeeping Files Coding System 4. Running number System
    5. Block Number System
    6. Keyword Code System
    Case Files

    1. Simple Classification System


    2. Functional/Activity Based Classification System
    2.7. Types of Filing 3. Hierarchical Classification System
    System 4. Organizational Structure Based Classification System
    Primary level - each of the specific 5. Keyword Code Classification System
    functions and broad areas of the 6. Alphabetical Classification System
    organisation should be part of a separate
    series. 2.2. Arranging Files within
    Series - Should be simple
    Lower level - each precise subject addressed
    in carrying out the function or activity 1. Should support business/organisational requirements
    2.6. Requirements
    should be part of a separate file. 2. Should be easy to understand, use and maintain
    of a File 3. Should be precise
    Classification 4. Should be complete and comprehensive
    Definition - -The process of identifying and 5. Should be backed up by a procedures manual and training materials.
    System
    arranging records and archives in 6. Should be easily automated
    categories according
    to logically structured conventions,
    methods and procedural rules represented
    in a classification system. 2.3. Classification CHAPTER 2
    MANAGING FILES Choosing the right filing system depend on the
    following factors:
    1. the size and complexity of the organisation
    Indexing - The process of establishing and
    2. the range of its business
    applying terms as
    access points to records. 2.5. Factors 3. the quantity of files and other records
    4. the presence of case files
    considered in
    5. the rate of creation of new files and records
    choosing the right 6. the cost of installing and maintaining the system
    filing system 7. the ease or difficulty with which the files and records can be
    Definition - A representation of a classification
    organised into mutually exclusive categories reflecting specific
    scheme, in letters and/or numbers and in accordance
    functions and activities
    with a pre-established set of rules
    8. the training required to operate and sustain the system
    9. the skills level of the records staff.

    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.
    2.4. Coding System
    It should be unambiguous in form
    or format: for example, there
    should be no choice about upper or
    Main features
    lower case letters or the presence
    or absence of an element

    Its elements should be clearly


    distinguishable from each other:
    for example AB/45/89/01.

    It must generate unique reference


    numbers for each item to be
    classified.

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