filing system
TRANSCRIPT
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FILING SYSTEM
By
Muhammad Nawaz Khalid ArbiDirector (Admin)
PROVINCIAL DISASTER
MANAGEMENT AUTHORITY
A Challenge
Please write - one sentence :
What is a file
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
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
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
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
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.
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:-
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.
Paging Page numbering Referencing Cross referencing Page limit Volumes of files Part file Linking of files Amalgamation of part
files
CORRESPONDENCE PORTION
Paragraph numbers
Reference to notes
Referencing
Blank sheets/courtesy sheet
Use of red ink
NOTES PORTION
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
DefinitionPurposeParts of an index
TitleThe headThe sub-headThe contentsThe file number
INDEXING
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
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
PUC Paper under considerationDFA Draft for approvalCorr: CorrespondenceN NotingS.O. Section OfficerD.S Deputy SecretaryA.S. Additional SecretarySecy. SecretaryD.G. Director GeneralNFA No further actionA.D. Administrative DepartmentC.R. Character RollDeptt. DepartmentL.F. Linked fileL.P.R. Leave Preparatory to RetirementO/c Office copyO.O Office OrderP.P.O. Pension Paper OrderP.P. Previous Paper
ABBREVIATIONS
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