PowerPoint presentation

1. WT 2/5
Presentation
By: Rica Mae Lucero BOT-TVI

2. RECORD MANAGEMENT
The importance of records has been
recognized as early as during ancient times.
It's usefulness was practice by those who
where engaged in trade and the early record
was made of clay.
Record management (RM) is the supervision
and administration of digital or paper records,
regardless of format. Record management
activities include the creation, receipt,
maintenance, use and disposal of records.

3. Types of records that business firms
must keep and store properly:
✓ All types of Business
Correspondence.
✓ Cancelled Checks
✓ Statement, Inventory
lists, price lists and
statistical as well as
accounting records.
✓ Sales invoice, purchase
orders, receipt for freight
charges, etc.
✓ Legal Documents
✓ Trade Journals and
Catalogs
✓ Newspaper Clippings
✓ Maps and blueprints
✓ Reports of business
progress and activities.

4. STORAGE AND RETRIEVAL
Information storage and information retrieval are
important to any business firm. Keeping of information
should be in orderly way because the business firm may
wish to refer to it at some future time and it should be easy
to time then when needed.
Criteria to have an effective record
systems:
✓ Useful purpose
✓ Logical presentation
of data
✓ Appropriate forms
✓ Economy in use
✓ Convenience and
accessibility

5. TYPES OF FILES
A number of different types of files are available to take
care of carrying amounts and kinds of materials. A file
may consist of a cabinet, drawer, or the like in which
papers are filed.
DIFFERENT TYPES OF FILES
THE BOX FILE
It provides a convenient
place in which to keep a
small amount of material.

6. THE BELLOWS FILE
A type of file that expands
and contracts to
accommodate varying
amounts of materials.
THE VERTICAL FILE
Are useful for laying large
quantities of material. It
combine both speed and
accuracy in both filing and
finding, it can be used for
large amount.

7. THE CARD FILE
A common type of card file is
used in libraries. These files
hold thousands of cards
contains specific information
about the books.
CENTRAL TICKLER
It is used for efficient
functioning of office work.
It provides for an easy
follow-up of papers.

8. FILING ARRANGEMENTS
ALPHABETICAL
ARRANGEMENTS
It is the most widely used
method of indexing file
drawers are divided into
alphabetical subdivisions
with guide cards of markers
for easy retrieval and finding
such file.

9. SUBJECT FILING It is used for great advantage if
the headings and divisions are
carefully made. It also can be
used at home-kitchen under
what kind of foods or
seasonings.
NUMERIC FILING
This is observed in common
use in many banks for easy
identification of checking
accounts of their depositors
by numbers.

10. GEOGRAPHIC FILING
An alphabetic method
based in the geographic
locations of the
company's
correspondents it
includes provinces,
towns and cities.

11. SORTER GRAF
It is designed to facilitate
the sorting of papers and
documents before they are
filed.
MICROFILMING
Used extensively in some
filing departments in order
to save space and make a
permanent records by
making a permanent
photographic records.

12. PRINCIPLES OF FILING
SIMPLICITY
• It must be
simple so that
every staff of the
office can easily
understand.
SUSTAINABILITY
• It should be
applicable to the
firm concerned and
suit the nature and
requirements of the
business.

13. ADAPTABILITY
• It must be adaptable
depending upon the
changed environment.
ECONOMY
• Economical system
should be adapted,
the cost incurred by
the system must be
proportionate to the
result obtain.
PROTECTION
• Documents should
not be damaged by
dust, insects, thefts,
mishandling, fire, etc
PRINCIPLES OF FILING

14. PRINCIPLES OF FILING
ACCESSIBILITY
• Should be arranged
the required letter or
document for
reference be picked
up without loss of
time.
CROSS
REFERENCE
• When the same
letter is to be kept
in more than one
file, a cross
reference should be
filed in order file.

15. THE END
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