Kylan Powell

Manuscript

FILING SYSTEMS AND PROCEDURES

Procedures For Preparing Records For Filing

Records are very important to the smooth running of an organization. However,

before any document is filed, there are certain set procedures which must be followed.

Collecting

All documents from the different departments to be filed must be collected at

the agreed time and put together in an orderly manner.

Inspecting

After the papers have been orderly arranged, each document has to be examined

to ensure that it has been released for filing. A mark agreed upon will be put on each

document, example x.

Indexing

This involves deciding the name under which each document should be filed,

example, the name of the firm, the name of the writer or the name of the subject.

Coding

The next stage is to decide the mark on the document the correct indexing order,

example 1,2,3.

Cross referencing

Having decided the index order, a card/sheet of each document that may be filed

under more than one name has to be prepared stating where the document is filed and

placed in the folder where it is likely to be requested or put a photocopy of the

document there.
 Kylan Powell
Manuscript

Sorting

The next stage is to arrange the documents in alphabetical order.

Purching

The final stage is to make holes on the documents to attach them on the

folders.