mediu’s filing system (softcopy & hardcopy) by the business management systems department,...

MEDIU’S FILING SYSTEM(softcopy & hardcopy)

By the Business Management Systems Department,Document Management Systems Unit

Where to Find:the Filing System Reference Documents

•In Microsoft Outlook you can access the Public Folders section and find the Filing System reference documents or…

On the M:\ drive under: Share Files and Folders guide

Click here to go there now!

1- MEDIU FILING SCHEME

This document is an overview of the registered levels of folders in our filing system. As a rule of thumb, you only need to register the first 3 or 4 levels of folders.

MEDIU’s FILING SCHEME IS FUNCTIONAL AND NOT DEPARTMENTAL

To find our Filing Scheme on the M: drive, click here.

Files in softcopy saved in File Sharing on ‘pms-s-fs01’

Files in softcopy File Sharing on ‘pms-s-fs01’- Level 1

Files in softcopy File Sharing on ‘pms-s-fs01’- Level 2

Files in softcopy File Sharing on ‘pms-s-fs01’- Level 3

Files in softcopy File Sharing on ‘pms-s-fs01’- Level 4

File name: 08 01 11 Contact list

Year Month Date File name

Your file name must be relevant to the document topic and can be understood by all.

2- Electronic File Naming Convention

If you have few revisions for the day, add the revision no. to it example:

Number of

revisions

080111 Contact list r1080111 Contact list r2080111 Contact list r3

r1

If there is a revision the following day, please change the date and revision no. Example:

080112 Contact list r42

Once finalised, add the word “Final” at the end of the filename

080112 Contact list (Final)

3- Filing Label for Physical Files

EXAMPLE: Files (with labeling & racking)

No. File Codes File Name No. Of Shelve Category

Location 1(Mobile

Compactor)

Location 2(Dept

Compactor)

Location 3(USB Drive)

Location 4(Hard Disk Drive) Description

1 ACD Academic15

ClassifiedE1-1 to E3-5 - - N ?

15 D3-1 to D5-5

2 AUD Audit 5 Classified C2-1 to C2-5 - - M

3 CMS Campus Management Service 10 F1-1 to F2-5 - - M

4 CRP Corporate 5 E4-1 to E4-5 - - M

5 EDW Foundation/Endowment - - M

6 FINFinance 5 Vital A2-1 to A4-5 - USB-FIN-1 -

Finance (Archived) 30 Vital A3-1 to B4 - 5 - - -

7 GOV Governance And Management 5 F3-1 to F3 -5 - - M

8 HRM Human Resources Management (Archived) 20 Classified D1-1 to D2-5 HRM-1-1 USB-HRM-1 -

9 ICT Information & Communication Technology 5 F4-1 to F4-5 - - M

10 ISD Instructional Systems Design F1-1 to F1-5 - - M

11 INS Insurance 1 Classified C3-1 - - M

12 LEG Legal 4 Classified C3-2 to C3-5 - - M

13 LIB Library 5 G1-1 to G1-5 - - M

14 OSH Occupational Safety & Health Administration 2 G2-1 to G2-2 - - M

15 PLN Planning 3 G2-3 toG2-5 - - M

16 PRC Procurement 5 G3-1 to G3-5 - - M

17 QST Quality Standard 2 G4-1 - G4-2 - - M

18 PRL Public Relations 2 Classified C1-1 to C1-2 - - M

19 TRL Translation 2 G4-3 - G4-4 - - M

20 MTN Maintenance 1 G4-5 - - M

21 PRP Property 1 Classified C1 - 5 - - M

22 SCR Security 5 Vital A1-1 to A1-5 - - M

23 SECSecretarial 2 Classified C1-3 to C1-4 - - M

Secretarial (Archived) 4 C4-2 to C4-5 - - M

24 Others 1 Classified C4-1 - - -

4- Filing Compactor Space DirectoryFor Physical Files

5- Electronic Folder Color Coding

1- Only Records Coordinator can upload documents to the Filing System.

Other users can only view, copy and print the documents.

RULES & REGULATIONS

2- Only Records Coordinator can request a folder to be added to the M: drive, a modification to the access rights of a folder, and the modification of the filing scheme

RULES & REGULATIONS

CODE FUNCTION CODE DESCRIPTION CUSTODIAN SOFTCOPY LOCATION

HARD COPY LOCATION CLASSIFICATION DURATION

SCR 1 Building1.1 Door Access Asraf M:\ F4-2 Department Confidential PERM

You MUST provide all the necessary information for your request to be processed! Including who can access the file if it is Classified for example.

3- Records Coordinator must have their HOD’s permission before any of the abovemodifications can take place!

RULES & REGULATIONS

4- Each Reference Tracker will be owned by a particular Records Coordinator

RULES & REGULATIONS685,

NO MEDIU REFERENCE NUMBER MQA REFERENCE NUMBER TITLE DATE

1MEDIU/MY/PRL 1.2.1/(08)001 -Reply on ref. no. (07)008a Reply comments - BIS Da'wah 08-Jan-08

2MEDIU/MY/PRL 1.2.1/(08)002 -Reply on ref. no. (07)009a Reply comments - BIS Fiqh & Usul Fiqh 08-Jan-08

3 MEDIU/MY/PRL 1.2.1/(08)003a MQA(S) 10/13/jld.127(94) MQA Approval for BL Arabic Language & Literature 21-Jan-084 MEDIU/MY/PRL 1.2.1/(08)004a KA 8797 MQA comments - BIS Hadith 29-Jan-085 MEDIU/MY/PRL 1.2.1/(08)004 Reply comments - BIS Hadith 25-Feb-08

How to Update a Reference Tracker

Enter Report Details [ Advanced Report ]

*Category

Reproducibility

Severity

How to place a request from Mantis?

Under category choose :Access

Under Report Issue

Access

have not triedminor

Summary

*Description

Fill up Summary and Description

and Submit Report

Please provide full information to add a folder

Please add new folder PRL 1.9 State Secretary Office(SUK)

Please ensure the following people have access to these folders in addition to any existing users:

Modification to folder access and add a folder for Corp Services Records Coordinators

PHYSICAL FILING SYSTEM

File Cabinet

Cabinet Locking Mechanism

Inside the cabinet

THE END