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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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