1. “the storage and retrieval of information”
FILING
“the storage and retrieval of information”

2. Features of a good filing system
Documents must be stored so they can be easily found in the future. The system chosen must be able to be operated effectively. A filing system can be manual or electronic.
Features of a good filing system
safe
economical
secure
flexible
appropriate
quick to use
easy to use
conveniently located

3. Secure – lockable so confidential information is stored safely
Safe – protected from fire and flood
Flexible – must be able to meet the changing needs of the organisation eg expandable
Economical – cost effective to set up and provide training and saves space
Appropriate – system chosen must suit the type of information eg confidential
Quick to use – speedy to locate information
Easy to use – simple to understand the method being used
Conveniently located – decide whether centralised or departmental filing is better for access

4. MANUAL FILING
“paper-based filing”

5. Filing cabinet (vertical)
This is the traditional filing method for paper-based documents. Files can be kept in:
Document wallets
Ring binder folders
Lever arch folders
Pigeon
holes
Filing cabinet (vertical)
Trays

6. Chronological (dates)
When filing it is important to choose the most appropriate “system of classification” – this is the way the information is arranged. There are 3 common classifications:
Alphabetical
Numerical
Chronological (dates)
TOP TIP
You must know the
advantages and disadvantages
of each of these systems

7. Good for small-medium sized organisations
Alphabetical filing uses the letters of the alphabet – normally a surname or company name.
Easy to use and understand
Advantages
Direct method
– no index required
Easy to set up
Good for small-medium sized organisations
Knowledge needed – know the alphabet!

8. Can be slow to find files under common names eg Smith
Disadvantages
Training
required
on filing rules
Uses lots of valuable office space
Difficult to expand – reorganisation of drawers if a letter needs more space
To make it easier to locate files, guide cards or tabs should be used.

9. Suits large organisations where many customers may have similar names
Numerical filing uses numbers – new files are given the next number in sequence eg 156, 157, 158.
Suits large organisations where many customers may have similar names
Advantages
Easy to expand - next number
Easy to understand
Files are less likely to be filed incorrectly

10. Requires an alphabetical index to find file numbers
Transposition of numbers may cause problems
Disadvantages
Can be more time consuming to find files
More difficult to cater for miscellaneous files – have to create a number for everything
Commonly used by banks, insurance companies, mail order companies etc where each person is given a unique customer number.

11. Most recent correspondence is easily found
Chronological filing uses dates. It is normally used to arrange documents within files using another classification system.
Most recent correspondence is easily found
Advantages
Can be used with another system
Suitable for storing “old” information eg school leavers
Easy to see progression over time eg financial history when deciding to give a loan
The most recent document should be placed at the front of files/folders.

12. Impractical to use as the primary filing method – which date??
Can be slow to find files – requires alphabetical index matched to dates
Disadvantages
Impractical to use as the primary filing method – which date??
USEFUL ADVICE
Know at least 2advantages
and 2 disadvantages
of each of these systems

13. “computerised storage”
ELECTRONIC FILING
“computerised storage”

14. File Management
This is the method by which information is stored and organised. An effective file management system would include the following:
work given appropriate filenames (ie related to the content)
stored in appropriately named folders
all out-of-date files/folders deleted regularly – these can be archived (eg using Microfilming)
filing should be carried out regularly
an out card should be placed at the point where a file is removed
A cross-reference can should be used when a file could be put in more than one place (think Yellow Pages)
Put a release mark on files that are ready for filing eg “F”

15. Scanned documents on PC Zip drive Removable flash memory stick
This is the modern filing method for electronically produced documents. Files can be kept in:
Floppy disks
Software files
CD-Rom/DVD
Hard drive
Scanned documents on PC
Zip drive
Removable flash memory stick

16. Hard drive – stores software applications and has Random Access Memory (RAM) so that saved files can be recalled, altered and resaved.
Floppy disks – used to transfer files between PCs but are being used less due to more efficient storage methods.
Zip drive – larger storage device than a floppy disc so can store larger files.
CD-Rom/DVD – large storage medium commonly used for encyclopaedias and applications.
Removable flash memory (USB) – a portable disk drive small enough to be carried on a keyring. Also known as a pen drive.

17. Application Packages
Used to create documents eg letters using a saved template (house style).
Processing numerical information through formulae. Most commonly used to calculate figures and display financial information for accounting purposes including cash flows, budgeting and forecasts.
An organised collection of related information, such as a telephone directory, address book – key terms FIELD, RECORD, FILE.

18. Data is transferable between applications
Integrated software packages combine several applications in one program. Microsoft Office combines WP, database, spreadsheet, graphics and communication software.
Data is transferable between applications
Advantages
Cheaper than buying individual packages
Mailmerge can be carried out – link DB and WP
Dynamic linkage – change in one application updates another eg SS and graph in WP report
There are also a number of similar functions in each package – undo, spellcheck, print preview, etc.

19. COMPARISON OF MANUAL AND ELECTRONIC
Information viewed – manual allows several files to be viewed at once whereas electronic only allows one file to be viewed on screen at any one time.
Staff training – most staff can use a manual system but an electronic system will require extensive training to prevent mistakes.
Space – electronic filing takes up limited space, on the other hand manual filing requires a great deal of space.
Speed of access – manual systems takes longer as files have to be removed from a cabinet, however electronic files can be accessed quickly.
Type of files – manual system use originals which can be mislaid or lost yet back-ups can be made of electronic files.

20. WHICH FILING METHOD?
A number of factors affect the choice of filing system:
Cost
Space
Training required
Location of files
Type of information
Security of information

21. SECURITY OF INFORMATION
“Safe storage and usage”

22. Information is valuable to an organisation
Information is valuable to an organisation. It is essential that it is protected from unauthorised access or damage such as:
Computer crashing
Viruses
Stolen files/laptops etc
Untrained staff deleting files
Hackers deliberately tampering with files
Fraudulent editing of files

23. Locks/swipe card entry on doors
Information is valuable to an organisation. It is essential that it is protected from unauthorised access.
Locks/swipe card entry on doors
Voice recognition systems
Alarm systems
HOW?
Fingerprint/iris/retina scanners
Computer/disk drive locks
Anti-virus software
Security cameras
Different Password levels
Passwords on files
Staff usernames and passwords to access computer

24. Good Practice
An operator must restrict access to their computer if they leave their workstation by:
saving and closing the file
Following a shut-down procedure
Activating a password-protected screen saver
Removing data storage device and lock it away
Monitors should be positioned out of direct view of visitors and computer printouts should not be left lying around.

25. Backing-up Files Data loss is very common.
Backing-up is the process of making duplicate copies of information which allows an organisation to restore its files (to the back-up date) if something happens to its original data eg fire, malicious damage, virus.
They should be made on a regular basis and stored in a safe area eg fire-proof cabinet or another building.

26. Passwords
Codes which restrict access to computers, files and facilities.
Passwords should:
Contain letters and numbers
Be changed regularly
Be kept confidential
TOP TIP
Don’t just say “use a password” – be specific
(eg password protect the computer or file)
Passwords should NOT:
Be shared with others
Be obvious eg DOB

27. DATA PROTECTION ACT 1984 AND 1998
Organisations that keep manual and electronic data relating to individuals are legally required to register with the government-appointed Information Commissioner (the Data Protection Registrar).
As data users, organisations are responsible for meeting certain conditions (the 8 principles). If they do not they are committing a criminal offence and could be fined.

28. The 8 provisions:
Information is collected and processed lawfully
Used for specified and lawful purposes
Adequate, relevant and not excessive
Accurate and up-to-date
Not kept longer than necessary
Processed in line with an individual’s legal rights
Kept secure
Not transferred to any other country (outside EU)