FILING

Created by :

Rizki Intan Cahyani - 15420024

The Definition of Filing

What is Filing?
Filing is the action of storing record. Records may be stored by being place in
appropriate storage area :
 By being stored in “paper based” files and kept in the registry or records office.
 By being transferred into film or magnetic media.
 By being electronically stored within the memory of a computer or word
processor.
Importance File

 Proof (black and white)

 Reference
 Acts/Controlling Tools
 Communication Tools
 Decision
 Evaluation
 Planning
 Implementation
 Memory
Objective of Filing

People

Information Time

3R
RIGHT
Types of e-Filing

 e-File without using Digital Signature.

 e-File through e-Return Intermediately.
 e-File using Digital Signature.

Without DHC With DHC

Generate ITR-V Generate and Print

Acknowledgement form.
No further action is
Send to CPC required
Types of Filing System

– Alphabetic Filing
– Numeric Filing
– Geographical Filing
– Chronological Filing
The meaning of…

 Alphabetical Filing : this is the most popular way to file, mainly because people tend to
be comfortable thinking about names. The file name can be used based on a client,
business name, surname, geographical or any other word based information.
 Numeric Filing : this is the perfect system if you have thousands of files in sequential
order, as it makes file retrieval faster.it’s easier to find numbers compared to names.
 Geographical Filing : is system operate generally by province or country, and then
alphabetically or numerically by account name or number.
 Chronological Filing : is the filing by date. Usually you will find this used for bills of
lading. Copies of freight bills, cancelled cheques, also in banks or as a reserve file.
The objectives of organizing a uniform files
classification systems are to provide :

 A listing or data bank of all created information.

 A critical path/trail for locating information for retrieval, maintenance, retention,
and disposition.
 Uniformity of efficient files usages by users who transferred from one
department to another.
 A method of flagging one records series for retention that the same time permits
duplicates copies to be flagged for destruction.
 A listing of information by type, which aids in the development of records
retention schedule, as well as identification of vital records.
The Reason…
This is why organizations used the uniform classification
system in filing and storing information that make sense to
the users.
(Uniform Classification System: A classification system that
preserve the set order of records and established common
titles)
Basic Steps in Building a Uniform
Files Classification System
 Gather Data
 Compile and Analyze Data
 List Primaries and Subdivisions
 Add Definitions, Restrictions and Instructions
 Select and Assign Files Codes
 Prepare Alphabetical Index
 Prepare Final Draft
Principles of Classification

 Support business and organizational requirements

 Easy to understand, use and maintain
 Precise
 Complete and comprehensive
 Back up by the procedures manual and training materials
 Easily automated
Determining Classes of Records

 Consideration must be given to determining classes of records and selecting

subject headings and subdivisions of the system especially in planning a uniform
files classification system
 The subject heading must be concise, accurately descriptive, technically correct
and capable of only one interpretation
It is advise that a subject must consists of a noun where the noun must have a very
broad meaning, allowing intricate/elaborate breakdowns through subheadings.

Headings (file folder captions or titles, or file manual outlines in a coded system) are
developed and outlining them in a hierarchical fashion