Standard Grade Administration

Standard Grade

Administration



Area of Study 1:
Administrative Support




Unit 3
-

Storage and Retrieval of Information


Unit 3b
–

Methods of Filing







Student Name

________________________

SG Administration

Unit
3

–

Storage and Retrieval of Information


Unit 3b
–

Methods of Filing

Page
2

11/8/2013

Contents Page


LESSON 1
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METHODS OF FILING

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3

Alphabetical Filing

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3

Advantages

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3

Disadvant
ages

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3

Numerical Filing

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3

Advantages

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4

Disadvantages

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4

Chronological Filing

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4

Advantages

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4

LESSON 2
–

MANUAL & ELECTRONIC
METHOD
S OF FILING

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5

MANUAL METHODS OF FILING
-

FEATURES

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5

VERTICAL FILING CABINET

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5

HORIZONTAL FILING CABINET

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5

LATERAL FILING CABINET

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5

ROTARY FILING

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5

INDEXING

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6

MANUAL METHODS OF FILING
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ADVANTAGES & DISADVANTAGES

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6

Electronic Methods of Storage

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7

ELECTRONIC STORAGE
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ADVANTAGES

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8

LESSON 3
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MICROFILM, CD ROMS &

DVDS

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9

L
ESSON 4
–

EVALUATION & JUSTIFI
CATION OF METHODS

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10


SG Administration

Unit
3

–

Storage and Retrieval of Information


Unit 3b
–

Methods of Filing

Page
3

11/8/2013

Lesson 1

–

Methods of Filing

Methods of filing
–

alphabetical, numerical, chronological


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........


F

Features, advantages and disadvantages of each method


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.........


F



METHODS OF FILING


Alphabetical Filing

o

Alphabetical filing is filing using the first letter of the surname or the
company name.

o

Direct method of filing

o

Used in some format in all filing systems ie alphabetical filing is also used with
numerical filing systems.



Advantages

o

It is a straightforward form of filing which is easy to understand and use

o

Can be used by small and large organisations


Disadvantages

o

Need to know filing rules in order to file documentation

o

Manual system
–

may need a lot of space

o

Can take some time to f
ind a file



Numerical Filing

o

Files are stored by number, and are placed in the filing cabinet, numerically
with the smallest number first.

o

Numbers are difficult to remember therefore numerical filing needs an
alphabetical index (see Index Cards). The al
phabetical cards contain basic
details with the numbers on each file, which make it easier to access the files.

o

Numerical filing is useful for systems where many files will be added as
numbers are infinite (go on for ever) eg patient records in hospitals
.

o

Indirect method of filing.

o

New files are given the next ‘new’ number.

o

Tends to be used by large organisations.


SG Administration

Unit
3

–

Storage and Retrieval of Information


Unit 3b
–

Methods of Filing

Page
4

11/8/2013

Advantages

o

Easy to expand


Disadvantages

o

Need to maintain an alphabetical index

o

Can take some time to find the file as must refer to alphabeti
cal index first



Chronological Filing

o

In the chronological method of filing, files are
stored in
date order
.

o

T
he most recent date first and then working
back to the oldest files.

o

This method of filing is particularly suitable for
certain types of orga
nisation eg those who deal
with dates or their customer’s files are dated.
Insurance companies may use this type of system
as they date the claims customers have made and the most suitable method of
filing this date is chronologically.


Advantages

o

Most rec
ent files are easily found (as they are at the front of the file).




SG Administration

Unit
3

–

Storage and Retrieval of Information


Unit 3b
–

Methods of Filing

Page
5

11/8/2013

Lesson 2

–

Manual & Electronic Methods of Filing

Manual methods of filing
–

features, advantages and disadvantages


.....................


F

Electronic methods
–

scanning, file management

(including database
,
spreadsheet, word processing and graphics)


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................................


F

Electronic methods
–

features, advantages and disadvantages


...............................


F



MANUAL
METHODS OF FILING

-

FEATURES


Manual storage systems involve storing documents by hand in a filing cabinet.
Manual systems need more
equipment than electronic systems. There are many
types of equipment which can be used.


VERTICAL FILING CABINET

The most widely used manual system is the Vertical Filing System. Files are kept
in drawers and are stored in filing pockets one behind the oth
er.


HORIZONTAL FILING CABINET

This type of filing system consists of wide, shallow drawers which allow files to
be stored without being folded or crushed. This type of system is particularly
suitable for maps, plans, architects drawings etc.


LATERAL FILI
NG CABINET

Lateral filing takes up less floor space than a vertical filing system. It is
therefore suitable for organisations with large numbers of files and often used
in a
Centralised Filing System
. Files are stored side by side like books on a
shelf.


R
OTARY FILING

This type of filing is used for folders which hold files. The folders are stored
together on each shelf and the whole unit can be turned for easy access. This is
also a more space saving system.


SG Administration

Unit
3

–

Storage and Retrieval of Information


Unit 3b
–

Methods of Filing

Page
6

11/8/2013

INDEXING

Index cards or strips are used to sto
re small amounts of information and there
are various methods of and reasons for indexing.


Index Cards

These are usually stored in a box. One card is completed with the main details of
each file. An index card will contain the very basic information and i
s generally
used with a numerical filing system. An index card is completed for each
customer and is kept in alphabetical order with the file number on it to aid in
the retrieval of files.


Cross Referencing

Firm’s may change their names due to mergers or
take
-
overs. People may change
their names eg women who marry. To help people find an out
-
of
-
date name a
CROSS REFERENCE SHEET is completed.


Absent (Out) Files

If a file has been removed by a member of staff from the centralised filing
system it is essenti
al that an ABSENT CARD is completed to ensure that there
is a record of where files are at any time. Strict control of files is very
important as files very often contain important or even confidential information.


MANUAL METHODS OF FILING
–

ADVANTAGES &
DISADVANTAGES


Advantages

Disadvantages

The system is likely to be familiar to
staff
–

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SG Administration

Unit
3

–

Storage and Retrieval of Information


Unit 3b
–

Methods of Filing

Page
7

11/8/2013

finding a file.


May take some time to go through files
and weed out old documents.



Electronic Methods of Storage


Hard Disk Drive

USB Flash Drive

CD
-
ROM

DVD

SG Administration

Unit
3

–

Storage and Retrieval of Information


Unit 3b
–

Methods of Filing

Page
8

11/8/2013

ELECTRONIC STORAGE

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ADVANTAGES


Although
many organisations still use paper based, manual filing systems, more
and more are discovering the advantages of Electronic Filing ie Databases. A
database is a method of filing, using a computer system. Files are stored on the
computer instead of in any o
f the filing systems listed above. There are many
advantages of using a database:




this is a space saving method of filing, as all files are stored on hard drives,
file servers or floppy discs which are much more compact than filing cabinets




files are eas
ily updated and edited




database filing can be safer, as files can be protected by passwords

-

confidential files can be given special access codes to stop unauthorised
access




information is more readily accessed on screen and can be printed out if
requir
ed




specific information can be accessed
quickly and
easily by searching the
database, rather than ploughing through sheets of information to find the
part you need




files do not need to be organised in any particular order as files can be
accessed at the
touch of a button




m
ore than one employee can access the information at the same time
–

if you
work in a large organisation with a mainframe computer, then different people
can access the system at the same time via their own PC’s
–

no need to borrow
or re
turn files.




m
ay be able to access the information remotely
–

with a database you can be
on the other side of the world and still be able to access the information. In
a manual filing system you need to have the file in your hand in order to look
at it.




Back up files can be created automatically



Area of Study 1: Admin
istrative Support

Unit
3

–

Storage & Retrieval of Information


Unit
3b

–

Methods of Filing

Page
9

Lesson 3

–

Microfilm, CD ROMs & DVDs


Microfilm


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F

CD ROM, DVD


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F



Area of Study 1: Admin
istrative Support

Unit
3

–

Storage & Retrieval of Information


Unit
3b

–

Methods of Filing

Page
10

Lesson 4

–

Evaluation & Justification of Methods


When to use different methods


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G

Evaluation and justification of methods


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C