uitm imr504

1. IMR504 – Week 1
Introduction to Filing
System

2. Fail:
Latin – Fillum (thread which is arrange
accordingly)
English– the name change to ‘file’ means ‘a
folder in which letter’s are properly arranged’
ANM

3. File 1
An organized physical assembly (usually in a
folder) of documents grouped together for current
use
File 2
A logical assembly of data stored within a
computer system e.g. In word-processing systems
it is the intellectual representation of a physical
document

4. FILING SYSTEM
What is filing?
Filing is the action of storing record. Records
may be stored by being place in appropriate
storage area:
 by being stored in ‘paper based’ files and kept
in the registry or records office
 by being transferred into film or magnetic
media
 by being electronically stored within the
memory of a computer or word processor

5. Set of connected things that form a whole or
work together
System

6. System
Input Process Output
Filing System
- Man
- Money
- Method
- Machine
Retrieve &
flow out files
R-R-R
- Classification
- Arrangement
- Storage
- Control
- Index
SYSTEM

7. Filing System
Process involved classification, arrangement,
storage, control and indexing of files for the
purpose of retrieving when it is needed

8. Importance of File
 Proof (Black & White)
 Reference
 Acts/Controlling Tools
 Communication Tools
 Decision
 Evaluation
 Planning
 Implementation
 Memory

9. Objective of Filing System

10. Activities in Filing System

11. System & Human
Retrieving File involves
• System
• Human

12. Classification
Arrangement of information into groups that
are similar, where each groups can be
identified by it’s own identity

13. Classification- Level of security

14. Classification
Code
• Alphabetical
• Number (Series/Chronology)
• Alphabetical + Number
• Color
• Symbol

15. ‘Housekeeping’ Files
- General Administration (100)
- Building & Assets (200)
- Equipment & Supplies (300)
- Financial (400)
- Personnel (500)

16. ‘Functional’ Files
- based on Department’s function
- based on Unit’s function

17. Arrangement & Storage
• based on logic (1, 2, 3, 4 / A, B, C)
• based on color
• Storage – area, location, types of equipment
used

18. Movement of files
• Controlling – methods of controlling
• File missing
• File cannot be located

19. File Movement
Registry/File Room
} Controlled
User
(Officer)
} No controlled
Other Officer

20. Control Tools
• File Movement Card
• Register Book (in-coming and out-going files)
• Computer
• Forms

21. Example: File Movement Card
No. Fail
Tajuk Fail
Dihantar Dihantar Dihantar
Kepada Kepada Kepada Kepada Kepada Kepada

22. Forms
1.Request for File
1.1. User
1.2. Registry
2. File Movement Form

23. Example: File Movement Form
Borang Pergerakan Fail
Kepada Registri.
Fail No./Tajuk…………………………………………………..
…………………………………………………………………...
Telah saya serahkan kepada…………………………………
Pada…………………………………………………………….
T.T…………………………...... T.T…………………………..
Nama…………………………. Nama……………………….
Tarikh…………………………. (Pegawai menerima fail)

24. Index
• Faster retrieval of files
• Action taken quickly
• Administration’s competencies
• Image (Service Delivery)

25. Index
• Guide
• Conventional/Manual methods
• Automation/Computerization

26. Index - Example
JKR 600-2/5/23 Projek Pembinaan Lebuhraya
dari Kuala Selangor ke Tanjung Karang
Kuala Selangor Fail No JKR 600-2/5/23
Pembinaan lebuhraya dari Kuala Selangor ke Tanjung Karang
Tanjung Karang Fail No JKR 600-2/5/23
Pembinaan lebuhraya dari Kuala Selangor ke Tanjung Karang
Lebuhraya Fail No JKR 600-2/5/23
Pembinaan lebuhraya dari Kuala Selangor ke Tanjung Karang
Related File
JKR 600-2/5/23/1 Pembelian tanah untuk pembinaan lebuhraya
Kuala Selangor – Tanjung Karang

27. Questions ???