FILLING SYSTEM NOTES

FILLING

A process of arranging durung records so that they can be located when required.

Good Filling system

  • It should be designed in such a way that it uses minimum space , with easy location and retrieval of information.
  • It should facilitate a smooth handing over to a successor
  • Records must be readily accessible to the people who use them and should be stored in a logical sequence.
  • It should be easy to understand and simple to operate
  • It should be cost effective , the installation and operation costs must be taken into consideration.
  • It should be flexible in its capacity so that it can be expanded .

TYPES OF FILLING THAT A SCHOOL CAN USE FOR THE PURPOSE OF KEEPING RECORDS.

Geographical Filling

Is a system which letters are filled separately according to their places of origin. Eg letters from County Director, TSC , TVET MOE

Alphabetical filling

Also known as alfa-numeric) is a type of filling whereby letters are categorised according to the subjects that they refer to and filed strictly in an alphabetical order.eg

A/1      Admissions

A/2      Audited accounts

B/1      Building

B/2      Bursary

This type of filling is very convenient for it is very specific.

Numeric Filling

Is a type of filling which uses code numbers , personal numbers or TSC numbers.

Khasemberi                 Petronillah                   TSC                 025014

ShirokoShilenje           Tom                             TSC                 03555

(Note that Surnames are used)

METHODS OF STORING FILE

Whatever the system of filling adopted, the files have to be stored in such a manner that it is easy to retrieve the file when needed and place back in position after use.

Horizontal filling

This is whereby files are made to lie flat in a drawer or shelf. This method is tiring and time consuming during the extracting or inserting of a file in its correct sequence.

Vertical Filling

This is a system whereby files are placed one behind the other in drawers or boxes so that identifications is clear from the front. It’s convenient to handle the file

Lateral Filling

In lateral filling the files are placed side by side in a vertical cabinet. This method is as equally good as the records are easy to handle.

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How does the school deal with correspondence

  • Letters must be promptly replied to
  • Each letter must deal with one subject matter at a time
  • Avoid rude language.
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