Filing system

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  3. 3. A Challenge Please write - one sentence : What is a file
  4. 4. A file is a set of letters and other communications, documents etc. on a particular subject which are arranged properly and kept together in an orderly manner in a folder or cover and assigned a number is collectively called a file. INTRODUCTION
  5. 5. Every file consists of two parts:- Correspondence Portion Notes Portion Every File is given: A suitable title An appropriate number PARTS AND SHAPES OF FILES
  6. 6. An approved list of Standard Heads or Main Heads Sub-heading One subject one file Allotment of a suitable number HOW TO OPEN A NEW FILE
  7. 7. The number of a file should indicate The section to which file pertains The serial number of the main list of headings The serial number of the sub-heading The year in which file is opened ASSIGNING FILE NUMBER
  8. 8. Every file shall be given:- (i) a suitable subject title; and (ii) an appropriate number; Every Section shall maintain an approved list of main subjects, e.g. in a Section dealing with establishment matters: (i) Recruitment of Staff (ii) Leave and Transfer (iii) Pension, etc.
  9. 9. The main subject headings shall be split into appropriate sub-headings. For example, under the main heading `Recruitment of Staff, the sub-heading may be:- (i) Stenographers (ii) Typists (iii) Clerks (iv) Naib Qasids, etc. The subject title of the file dealing with the recruitment of Clerks will then be:-
  10. 10. RECRUITMENT OF STAFF ---CLERKS The number of each file will indicate:- (i) The Section to which the file pertains. (ii) The serial number of the main list of headings. (iii) The serial number of the sub-heading, (iv) The year in which the file is opened.
  11. 11. Paging Page numbering Referencing Cross referencing Page limit Volumes of files Part file Linking of files Amalgamation of part files CORRESPONDENCE PORTION
  12. 12. Paragraph numbers Reference to notes Referencing Blank sheets/courtesy sheet Use of red ink NOTES PORTION
  13. 13. Notes on the case Draft for approval, if any Correspondence part containing PUC Files of previous proceedings Precedents ,if any Policy HOW TO ARRANGE PAPERS ON A CASE
  14. 14. Definition Purpose Parts of an index Title The head The sub-head The contents The file number INDEXING
  15. 15. Definition Procedure for recording a file. Extracts of decisions ,orders and advices Ensure that no further action is required. Remove and destroy all irrelevant Transfer notes to correspondence part. Determine the classification of files. RECORDING
  16. 16. Category A permanent files to be printed Category B Permanent files not to be printed. Category C Life 10 to 15 years Category D Life up to 10 years. CLASSIFICATION OF FILES
  17. 17. PUC Paper under consideration DFA Draft for approval Corr: Correspondence N Noting S.O. Section Officer D.S Deputy Secretary A.S. Additional Secretary Secy. Secretary D.G. Director General NFA No further action A.D. Administrative Department C.R. Character Roll Deptt. Department L.F. Linked file L.P.R. Leave Preparatory to Retirement O/c Office copy O.O Office Order P.P.O. Pension Paper Order P.P. Previous Paper ABBREVIATIONS


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