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