TOPIC 7

File Classification Overview

  • File Classification: Method to organize and store documents for easy retrieval.

Types of Filing Systems

Manual Filing Systems

  • Involves physical storage in folders (cabinets/shelves).

  • Folders are labeled with a specific indexing system (file classification).

Electronic Filing Systems

  • Uses computer technology for storing and organizing information.

  • Includes file folders on hard drives or cloud storage.

Hybrid Filing Systems

  • Combines manual and electronic storage methods.

Principles of an Effective Filing System

  • Accuracy: Should reflect file contents accurately.

  • Consistency: All files organized the same way.

  • Accessibility: Easy retrieval in a timely manner.

  • Security: Protect sensitive information.

  • Economy: Cost-effective and efficient resource use.

  • Flexibility: Adaptable to changing requirements.

Classification Techniques

Subject Classification

  • Involves organizing files based on subject matter.

  • Groups codify or standardize files into various categories.

Classification Systems

  • Alphabetical System: Arranges files in alphabetical order.

  • Administrative Structure System: Based on organizational hierarchy.

  • Function & Activity System: Organized by functions and activities.

Coding Systems

Types of Coding Systems

  • Alphabetical: Arranged by subject using letters.

  • Duplex-numeric: Combination of numbers and hyphens.

  • Decimal-numeric: Uses subdivisions followed by decimals.

  • Alphanumeric: Combination of letters and numbers.

  • Block-numeric: Allocates primary numbers for groups of functions.

Features of a Good Coding System

  • Unique reference numbers for each item.

  • Simplicity and clarity in arrangement.

  • Logical, predictable order of items.

  • Unambiguous format.

  • Distinguishable elements.

File Classification Development by ANM

  • National Archives Act 2003 mandates management of government records.

  • Rulings introduced by ANM to improve records management.

  • Functional classifications include General Affairs and Functional Affairs.

Objectives of File Classification Development

  • Establish uniformity in public offices.

  • Implement Electronic Records Management System (ERMS).

  • Improve service delivery and legal compliance.

  • Assist in creating record disposal schedules.

Steps in File Classification Development

  1. Discussion on file classification development.

  2. Formation of a development work team.

  3. Classification development through functional analysis.

  4. Harmonization of classifications with ANM.

  5. Code preparation for classification.

  6. Preparation of file classification manual.

Updating File Classification

  • Update file classification in situations like restructuring, changing functions, or ceasing functions.

Implementation in Public Offices

  • Inform all staff before expanded use of the classification system.

  • Conduct training sessions for staff skills improvement.

  • Regular monitoring to ensure correct filing.

References

  • Arkib Negara Malaysia (2016).

  • Rusnah Johare (2001).

Conclusion

  • Filing systems are crucial for efficient document management in public offices.