I.

Introduction
In the legal office, there is the potential for missing or incomplete data. Missing data can
occur for many reasons: participants can fail to respond or to give the copy, so that
equipment and data collecting or recording mechanisms can malfunction. Most people
analyzing quantitative data allow the software to default to eliminating important data from
their analysis.

Background of the Study

Filing is important in every work place especially in office work. Each document that
we kept in files is important when the clients find or ask for a copy of their documents,
including the workers organizing the files by putting all the paper documents in folders and
keeping it. The files should also have a date and must be arranged. But we could not avoid
the loss of documents, because sometimes, the files are not sorted correctly in place or
sometimes they forgot to put a copy in files until it was already mixed in another place or
papers. Maybe in the first generation of office work, they have not been practicing the fixing
of documents in folders and keeping it. After some time, they may be discovered that they
need to arrange the documents accordingly in order for them to use or find it easily
whenever someone is asking or looking for it even if it was being kept for a long period of
time. The history of missing files is very significant in a way that we appreciate the
importance of each document that we kept in our files and to do our job well and our best in
the office.

Statement of the Problem

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This study aimed to assess and describe the Techniques and Strategies
of employees to solve the problem in different areas in finding the files in the Legal Office.
To illustrate some of the effects of missing data handling, we used from the book record
that we input the document number, page and series. For this analysis we can easy to find
the missing files.

Definition of Terms
For better understanding, the following words are defined operationally.
Mechanisms- are a device designed to transform input forces and movement
into a desired set output forces and movement.
Sort- is a standard command line program that prints the lines of its input or
concatenation of all files listed in its argument list in sorted order. Sorting is
done based on one or more sort keys extracted from each line of input.
Database- is a collection of information that is organized so that it can easily
be accessed, managed, and updated. In one view, databases can be
classified according to types of content: bibliographic, full-text, numeric, and
images.
Scrambling- is a method of ascending rocky faces and ridges credited to
Shani Dunne. It is an ambiguous term that lies somewhere between hiking
and rock climbing.

Matrix- is a rectangular array of numbers, symbols, or expressions, arranged

in rows and columns that is interpreted and manipulated in certain prescribed
ways.
Cumbersome- large or heavy and therefore difficult to carry or use; unwieldy.
Dozen- a group of 12 people or things.
Alphabetical- usually, arranged in the order of the letters of the alphabet.
Numeric- relating of the numbers.
Geographical- relating to geography; belonging to or characteristic of a
particular region.
Chronological- arranged in the order that things happened or came to be.
Negligence- failure to take the care that a responsible person usually takes:
lack of normal care or attention.

II. Local Literature

Traditionally, business was done using papers and records. The
organization of these records was difficult and the huge amount of data was a
real problem. Also, the process of preparing a report takes a lot of time. But
when technologies were introduced into the business field, everything had
changed.
Databases were used to store huge amounts of data and organize
them. Instead of spending many hours (or maybe days) preparing a report, a
query consisting of a number of statements can perform the job in some

seconds. Databases were very useful to locate some missing files. Companies
and corporations spread over wide distances. Nowadays, technologies are
essential for any business. Technologies are used for file transfer, voice and
video conferencing.
If you hold employee data on computer you must register as a data user.

The information you hold must be obtained legally.

Personal data must be given to other people.

All data must be kept up-to-date and be accurate.

Companies must ensure that unauthorized access, alteration or

destruction of data is not permitted.

Personal records must not be kept any longer than necessary.

Review of Related Literature

Grolier Business library, 302 p29d 2000 If you kept every document for
an eternity you would soon disappear under a mountain of paper. Every so
often, you should go through the files and store out-of-date papers elsewhere.
There are classed as dead. Do not throw documents away. Store them safely
in a dead file. A dead file does not have to be special file; it can be either a box
or large envelope, new or secondhand. Make sure you mark the outside of the
container with large, clear letters so you can find the information again. Store
them in the loft, store cupboard, cellar-wherever there is a spare space.
Quickly collect all the information available.

If you cant find it think of

alternative ways to supply whats required. We can use application of network

for future reference in our study, and because of this, it is important to know
what missing files really means.
REMEMBER: Do not store where they may be health and safety hazard, i.e.
where they contribute to a fire or health hazard.
File movements
What happens when you urgently need a barrowed file? You have two
options:

Ask everyone in the office.

Search on desk in other filing cabinets (in case its been wrong filed).

Removing information from the system

If staff are in the habit of taking out the suspension file as well as the
information inside, a file can go missing for a while before its noticed.
Tip: if you place the information inside a manila folder, the suspension file is
still in place when the information has been borrowed. The empty file will
highlight the missing information.
Confidential information
Your customer and other staff have a rights regarding confidential
information they give you. You should ensure that.

Confidential files are kept locked in a separate cabinet.

They are only made available to people with proper authority to read
them. They are never left lying on desk.

The Data Protection Act 1984 has strict guidelines to ensure that
confidential information entered on computers is not used in the wrong
way. In brief, it state.

III. Research Methodology

Unorganized files and documents may cause of waste time searching
for important information. It may take a while to sort through dozens of folders
and files, but in the end the organization is worth it. If you find yourself
spending hours looking for a certain document or file, it may be time to
overhaul your office's organizational system. If you have many files and
folders, it may take some time to go through and organize them all. However,
in the end it will be well worth it, because you will know exactly where to find
everything. If you feel overwhelmed tackling the entire office at once, try going
through just one area a day until you're finished.
Efficiency is key in just about any office or business setting. Being
organized is a skill that will benefit any office environment. One thing that you
may want to improve, even if you find that you are generally organized, is your
document filing and maintenance procedures. You can spend hours searching
for important documents if there is not a system in place to manage them.
Having the ability to obtain necessary documents when youre under pressure
is vital. Although some workplaces may have actual physical files, the vast
majority of document filing happens on the computer. Organizing your

documents will not only keep your important files at hand but will also protect
them if properly store. No one likes the feeling of scrambling through their
documents, throwing paper around because they can't find that important bank
statement. Once you organize and file your documents, finding your important
files will become easier. Gone are the days of misfiled documents or entire
files. Law practice management software eradicates this problem by making
all data easily accessible and searchable from any computer or mobile device
with an Internet connection. File organization is a snap when your office is
paperless and documents are stored in the cloud.

Effective File Management

Effective filing boils down to this: store the information in folders by
category and in a sequence that makes sense to you.
Here are some tips to help manage files:
Avoid saving unnecessary documents Don't make a habit of saving
everything that finds its way to you. Take a few seconds to glance through the
content, and save a file only if it's relevant to your work activity. Having too
many unnecessary documents adds to clutter and makes it harder to find
things in the future. Be selective about what you keep!
Follow a consistent method for naming your files and folders For
instance, divide a main folder into subfolders for customers, vendors, and coworkers. Give shortened names to identify what or whom the folders relate to.

What's more, you can even give a different appearance or look to different
categories of folders this can make it easy to tell them apart at first glance.
Store related documents together, whatever their type. For example, store
reports, letters, presentation notes, spreadsheets, and graphics related to a
particular project in a single folder rather than having one folder for
presentations for all projects, another folder for spreadsheets for all projects,
and so forth. This way, it's much quicker to find documents for a particular
project.
Separate ongoing work from completed work Some people prefer to
keep current or ongoing work on their desk until a job is completed. Then,
once it's done, they move it to the appropriate location, where files of the same
category are stored. At periodic intervals (for example, weekly or every two
weeks), move files you're no longer working on to the folders where your
completed work is stored.
Avoid overfilling folders- If you have a large number of files in one folder, or
a large number of subfolders in a main folder, break them into smaller groups
(subfolders or sub-subfolders). The idea is to place every file into a logical
folder or subfolder, rather than have one huge list of files.
Make digital copies of paper documents with a scanner This is useful if you
do not have much space to store paper documents, or if you want to archive
documents without destroying them completely. (This will not be appropriate
for all types of documents, for example, with legal contracts or documents with
original signatures.)

File Organization
Proper maintenance of files is a critical administrative function in legal office. A
client file containing work product, client history, and critical correspondence is
a valuable item that must be effectively organized and maintained. Numerous
malpractice claims have resulted from lost files or misplaced documents.
These mistakes were, of course, largely preventable had an organized internal
filing system existed. Malpractice prevention aside, organized files are cost
effective and efficient, both for the firm and client. Devising an effective
records and file management system requires exploration of the following
issues: initial physical file organization, centralized vs. decentralized filing, file
documentation, periodic file inventories, file closing, and file retention and
destruction. There have been many changes in recent years regarding digital
technology systems, and lawyers have more options than ever when choosing
how to create and retain client files. Systems involving scanning paper and
storing files electronically are now available at affordable rates. With the right
tools and systems in place, a law firm of any size now has the option of saving
client files digitally and reducing much of its paper. Initial file organization sets
the standard for effective file maintenance. Right or wrong, competence is
associated with organization; and client perception is crucial to malpractice
claim avoidance and client retention. If clients must routinely wait on the
phone or in attorneys offices while attorneys and secretaries frantically search
through files for documents located either in file cabinets or on computers,
competence is questioned. Every law practice, regardless of size, should

establish a uniform file organization system, applicable to both litigation and

non-litigation files. From a risk management perspective, standardized files
reduce the chance of lost or misplaced documents. From an operations
standpoint, standardized files are very efficient and reduce the amount of time
spent searching through other firm members files for documents, trying to
figure out their method of organization.
Also check if youre filing system shows any of the following symptoms:

You find the information you need is difficult to obtain due to your
system or lack of one

You repeatedly have to expand your file system capacity

You are maintaining duplicate files of the same information

You are filing material to protect the function and not because of
information or legal requirements

You are using your filing system or equipment for non-records storage

Your file folders are too full for easy access

Your filing drawers or shelves are too full for easy access

You are not finding the information you require in the first place you look

Your analysis is now complete- your records inventory reveals the strengths
and weaknesses of your record-keeping system.
Once you have analyzed your records inventory, you should determine:

Best arrangement of the records

Type of media to be filed (paper, microfilm etc.)

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Proper equipment for adequate storage and retrieval

Proper systems to complement the equipment

The required record retention schedule and facility

Basic Filing Procedure

Inspecting

Each document is inspected to see that it has been released. If not, it

should be returned to the interested part.

Marking

Determine under what name or caption the paper is to be filed

Follow-up and Cross-reference

If the letter is marked for follow-up, then a record should be made and
placed in the follow-up file. If there is more than one place in which to file the
document, make a cross-reference.

Sorting

Sorting is the preliminary arrangement of papers according to the first filing

unit of the name or number. This is the last step prior to actual filing. Sorting
also makes documents easy to find if they are needed while out of the file.
Documents should be arranged in sequence so they can be placed in the
proper folders quickly, without moving back and forth

Filing
Filing is the actual placing of documents in folders in a pre-determined

plan. Torn papers should be mended before they are filed. Raise the folders

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slightly in the file drawer when placing papers in them so the papers will go
entirely to the bottom of the folder.
Check the caption of the document and folder as a precaution against
misfiling.
All documents should be placed with the tops to the left as you face the
folder. Never overcrowd folders. Break them down by date, name or subject
using additional folders.
Filing systems utilize one of the following methods:

Alphabetical

Numeric

Geographical

Subject

Chronologic

Data Gathering Procedures

Four Step to better files.

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Step 1. Understand the Scope of the Problem

The keys to good filing practices are:

Filing only what you need to file;

Filing it in a way that facilitates access and disposition; and,

Doing it consistently.
To do this you first must analyze your program's records management

needs by determining what records are most important to your program, which
should be responsible for them, and where they should be located. To start the
process take some time in your regularly scheduled unit meetings to discuss
the four questions posed below. The unit head (division director, branch chief,
or section head) should lead the discussion.
Step 2. Conducting a Records Inventory
In Step 1 you were to develop a documentation strategy to identify what
records your program needs to keep, where they should be filed, and who is
responsible for them. The second step is to match that theoretical structure to
reality by going out and conducting an inventory of what is actually in your
office. To conduct an inventory means to do four things:
1. Physically inspect all of the files in the unit and record the
essential information about them.
2. Identify duplicate, fragmented, and related records.
3. Match the records to the records schedules.

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4. Evaluate the existing records (documentation) against your

documentation strategy and information needs.
Step 3. Developing the Filing System
The File Structure and File Plan
Many people think a file plan is simply a listing of the file folders
currently in their file cabinets. A real file plan is only one component of a filing
system, which is a set of policies and procedures for organizing and identifying
files or documents to speed their retrieval, use, and disposition. The first
document in the filing system was the Matrix for Office Files you developed as
part of Step 1. The matrix shows what files the program maintains, who
maintains them, and where they are maintained. The second document is the
records schedule that describes the record series and gives the retention and
disposition. The third document is the file plan.
Step 4. The Procedures Manual
If you've followed along with the steps to better files, you should have
seen a marked improvement in your program's files. Now is the time to
crystallize all of your improvements in the form of a records management
procedures manual. Creating the manual is not just a paperwork exercise. It
provides the basis for a consistent program for records management that will
become part of the regular ongoing office routine.
Manual Contents
The National Records Management Program has many examples of
program manuals; they are all different, and they should be. The audience for

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the manual is program staff, so it must meet their needs and program culture.
Therefore, the records manager must look first to his or her program in
deciding what information to include and how to structure it. However, there
are four elements common to most manuals:

Background information on records management procedures

Information about specific records

Reference materials

A sample table of contents for a Records Management Manual

incorporating these topics is included here.

IV. Summary of Findings, Conclusions and Recommendations

In this chapter, Summary of Findings, Conclusions, and Recommendations were
presented. The purpose of this study is to find out the Techniques and Strategies of
employees to solve the problem in different areas in finding the files in the Legal Office.
The purpose of this research project was to shown a hope that there are still ways to save
the missing files effectively and another one of our goals is to facilitate the work continuity
through effective means of rescuing lost files and how to avoid such problems in the office.
All employees also have the responsibility to preserve the files they hold to avoid such
missing files problem in any other office. The loss of these files is one of the problems of
employees once they encounter due to lack of caution. Here even intensify on the lookout
for to avoid this problem of loss of files that must be organized properly and all files. Mainly

15

concerned with the purpose of the research study, introducing the proposed study by
stating and describing the missing files and clarifying some concepts or ways to how to
recover and discover some missing file.

Findings
Sometimes due to the negligence of their employees do not realize that
they could lose their file and we once they misplaced. Hence we rule the office
more priority and improving work and always be alert and cautious in our files
we sort out. Some of the client sometimes we fail to provide a photo copy so
we make sure that our clients were reminding that before they leave to make
sure they return to give the copy important because we have to complete that
book files from the builder clients affidavits of their data loss.
To prevent such an occurrence in the office with rule should be put to work and
priorities to be alert for files that should be kept.
Advantages & Disadvantages of Traditional File Organization
Data Security
Traditional file organization has security advantages over electronic filing, but it also
has its disadvantages. Electronic files are usually accessible on a network, which means it's
possible for an unauthorized person to gain access to electronic data over the Internet
through hacking methods. Electronic data can also be damaged by software security
problems like computer viruses. On the other hand, paper files can be lost in fires and
floods, but electronic data is easy to backup in multiple locations, reducing the potential for
permanent data loss.
Complexity

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Traditional filing systems are less complex than electronic systems, which can
make it easier for untrained people to access and manipulate data. Anyone can look
through alphabetized filing cabinets to find a file. Locating and manipulating electronic
database information may require technical training, and user error can result in unintended
alterations or data loss.

Access Time
One of the primary disadvantages of traditional file systems is the time it takes to
access data. It can take minutes if not hours to locate a few files in a large paper filing
system. Electronic databases allow for almost instantaneous access to information. Faster
data access time can increase the productivity of managers, analysts, accountants and
other workers who use data on a regular basis.
Editing and Communication
Traditional file systems are cumbersome in that they do not allow users to easily
edit files or send information to others. Paper files often cannot be edited directly, forcing
users to make new copies to update old files. To distribute data on paper files, users must
mail, fax or scan the data. Databases allow users to edit information fields directly, and
because information is stored digitally, it is already in a form that can be easily transmitted.
Order of Data
Data can get out of order in traditional filing systems. If someone accidentally puts a
file in the wrong place, or takes a file out of a cabinet and forgets to put it back, it can lead to
lost data or the creation of additional copies of files. Electronic filing systems allow users to

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quickly check whether information already exists somewhere in the system, which helps
avoid problems like redundant files and data loss.

Recommendation
This chapter deals with analysis that were encounter unexpected problems with
legal office the loss of files that are sometimes inevitable in the office. In this chapter, on the
research project will be presented. The recommendation that will serve as guideline to how
to recover missing lost or deleted files that was confidential and important data in office. We
recommend to avoid losing files procedure we have observed with the record book for
incase we do not restore a photo copy at least were have a file name that were supposed
to written at the book record to know what files it 's possible to lose because all details
where in the book record. We suggest that employees were more motivated by the
importance they have supposed e so much work doing to prevent the loss of files and book
files should be checked for completeness if there are less able to take on the way.
The files they hold to be properly file series was being according to documents.
Number easy to find if there are any missing papers, to recover lose or deleted files that
maybe accidently modified or deleted a file.
Techniques and Effective Practices of Employees
Developing or Improving a Filing System
Develop a plan
A good filing system is developed through a basic file plan. Planning is important
because it establishes direction and control, ensures that everyone involved has a

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common understanding of purpose and goals, provides guidelines, and identifies the
elements of a project.
Plan elements in logical order
Assign responsibility

Obtain support

Collect information: inventory records

Analyze records

Implement system

Train users

Assign responsibility
One individual should be assigned the responsibility for developing and
coordinating the new filing system. This task usually falls to the Records Coordinator. The
Records Coordinator may work in conjunction with the Records Authority or with a
committee established for that purpose. The Records Coordinator may implement the
system or may supervise others in its implementation.
The first step in developing or improving a filing system is to gain the support of
both the administration and the users of the system. Administrative support legitimizes the
project and ensures the cooperation of all members of the office. Every member of the
office must understand the purpose and scope of the project. Everyone should be involved
in the process. The creator of a record may provide important insight useful during the
analysis of the records.

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The Records Inventory: Collect information

Any changes to a filing system must begin with an inventory. An inventory is a
detailed listing of all existing files in an office. Without information gained through an
inventory, it would be impossible to develop or make changes to a filing system. The
inventory is the foundation of a filing system.
How to set up an effective filing system the right procedures and practices to
analyze records.
Analyze records
Once records have been inventoried, they can be analyzed. Before a filing system
can be designed, a thorough understanding of WHAT records are created, WHY they are
created and HOW they are used is a necessity.

An analysis begins with a careful consideration of the following questions:

What are the records?

Where should they be filed?

Who uses the records?

How often are they used?

How are they used?

How are the records referred to?

What is the size of each record?

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How many of each record are filed

Who else has copies of the same record?

How much equipment is available to store the records?

Which records are confidential?

Which are the vital records?

Record series
Within the four primary classifications, files are sorted into record series. Identifying
appropriate record series is the second and most important step in developing a filing
system.
A record series is a group of records that are created, used and filed as a unit
because they relate to a particular subject or function, result from the same activity, or have
a particular physical form.
All files must be classified by record series. A paper filing system is managed on the
basis of its record series, not by individual folders. Examples of common record series are:
Committee Files;

Managing correspondence and email

Email is similar to correspondence in many ways. Emails are sent or received
based on date and time, not on content. This is one of the characteristics that make email
so difficult to manage. Each email is different than the one sent before and will be different
than the email sent after. Managing emails by date is rarely effective. Like correspondence,
it is much easier to manage emails based on content or creator.

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At this time, email may be either printed and integrated into the paper filing system
or may be kept within the email system (email client). If maintained electronically, email
should be moved from the inbox and sent mailbox into appropriately labeled folders.
These folder titles should match the titles used in the paper filing system.
Maintaining Security
Some files will certainly contain highly confidential data; make sure you control who
may access what and keep a secure system for sensitive files.
Vital records
Vital records are recorded information, regardless of medium or format that must
be protected in case of disaster. Major considerations in establishing a filing system are the
identification and protection of vital records.
Arrangement
Within each individual record series, files are arranged in an order best suited for
rapid retrieval and disposition. A feature or characteristic of the record series is chosen as
the basis for the arrangement. This feature is most easily identified by determining how
various types of records are requested. Features may
Include subject, a name associated with the record, a number which identifies the
record, a title. It is best to use an existing feature rather than creating something arbitrary.
The most common arrangements are:
Alphabetic -- arranging records in alphabetical order is most helpful when records are
retrieved by name or topic.
Numerical -- are most easily managed through the following systems:
Geographical -- information is arranged alphabetically by geographical of place name.

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Chronological -- a chronological system is most useful for records that are created and
monitored on a daily basis. Folders are arranged by sequential date order.
Serial number -- used for files which have a preprinted number. Works best for records
that are assigned a number on creation, invoices and purchase requests.
Digit filing -- uses an applied number to identify folders, social security number, student
number, patient number, budget number. Works best for record series containing large
numbers of records.
Implement System
There is no easy way to implement a new filing system. It is a very labor intensive
task. If at all possible, it is recommended that the filing system be implemented in stages,
by primary classification--one record series at a time to ensure that the files are properly
secured and secure because it is in order.
Steps in the implementation process include:

Sorting paper files into primary classification

Sorting electronic files into directories

Sorting paper files into record series

Arranging files within each record series

Assigning a physical location within the filing system to each primary classification and
its attendant record series
Re-labeling folders or creating folders to reflect the new file system If necessary, the
purchase of new filing supplies/equipment.
Train users

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One of the techniques that can be effective to recommend once they learn through
training sessions they will be easier to work and employees will be motivated because they
knew what might job to do and they are entering.
Training sessions should be conducted by the Records Authority/Coordinator or by
the individuals responsible for developing the new filing system. Records Management
Services staff are available to assist in preparing and/or presenting a training session.

Before presenting a training session:

Develop the system thoroughly

Work out flaws so that the system has credibility

Allow developers time to become familiar with the system

Training sessions should:

Offer user opportunity to ask questions

Present system goals

Explain new procedures

Assign staff duties and responsibilities

Conclusions
The purpose of this research project is to show a hope that there are still ways to
save the missing files effectively and another one of our goals is to facilitate the work
continuity through effective means of rescuing lost files and how to avoid such problems in
the office. All employees also have the responsibility to preserve the files they hold to avoid
such missing files problem in any other office.

24

The loss of these files is one of the problems of employees once they encounter
due to lack of caution.
Here even intensify on the lookout for to avoid this problem of loss of files that must
be organized properly and all files. Mainly concerned with the purpose of the research
study, introducing the proposed study by stating and describing the missing files and
clarifying some concepts or ways to how to recover and discover some missing file.
The aims of this research is will remind others to be alert and wary of the files that
we do to prevent the loss of files need a set of strategies and solutions the best way to find
lost files .
This research shown the practices, procedures and instances showing how
important are the files that we handle the techniques and mechanism that proven can be
effective to avoid the loss of data
to locate the missing files that need to be curious and to avoid this we need to be cautious
and mostly were efficient to check all files that we make that supposed to be complete and
also to avoid missing files employees must responsible that make sure the files that they
are secure and have recorded their in such a way as to facilitate to locate the missing file.
The techniques and mechanism to facilitate to locate the missing files that need to be
curious and to avoid this we need to be cautious and mostly were efficient to check all files
that we make that supposed to be complete and also to avoid missing files employees
must responsible that make sure The files that they are secure and have recorded him in
such a way as to facilitate to locate the missing file.

25

Reference
http://smallbusiness.chron.com/advantages-disadvantages-traditional-fileorganization-41400.html

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Abstract
Usability has never been a priority in a file system design. Instead,
developers focus mainly on technical aspects, such as speed, reability, and
security. But in recent decades, technological innovations have created a
modern information crisi. This is characterized by a ever-growing abundance
of easily accesible onformation. Additionaly, the user i sable to crate and
store continuously increasing amounts of digital data.
This data is usually managed on the users personal computer.
Conventional file systems, however, which constitute the most important
systems for documents management tasks, impose a strict monohierarchy
onto the users documents collection. The user is contraine by the file
systemss inabilty to represent multiple categorizations of the documents
without utilizing band-aid solutions such as shortcuts. As a posible aproach to
these issues, a file system prototype is portrayed that permits a
nonhierarchical directory srtructure and the polyhierarchical file
categorizations while maintaning backward compatibility with existing
applications.
Furthermore, suggestions are made for carrying out a usability
evaluation which could be used to measure the achieved improvement
compared to conventional life systems.

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