DIPLOMA PROGRAMME IN OFFICE

MANAGEMENT
UNDER THE CENTRE OF EXCELLENCE

PROJECT REPORT ON
IMPACT OF FILING, INDEXING AND RECORD
KEEPING IN ATTAINMENT OF ORGANIZATIONAL
EFFICIENCY

VIGNESHWARI S
20DIPOM20

ACADEMIC YEAR 2020 - 2021

 ACKNOWLEDGEMENT

I express my heartfelt gratitude to the Principal Dr. Lalitha Balakrishnan M.Com.,

M.Phil., M.B.A., Ph. D. for giving me the opportunity to gain practical knowledge.

My thanks are also due to Vice Principal Dr. Uthira D M.Com., M.B.A., M.Phil., Ph. D. and

all trainees for offering their timely help whenever required.

I once again like to thank everybody who helped me in submitting my project report

successfully.

Vigneshwari S
 DECLARATION

The project report on the research project on the topic Impact of filing,
indexing and record keeping in attainment of organizational efficiency in
partial fulfillment of the requirement for the award of the Diploma in OFFICE
MANAGEMENT submitted by Vigneshwari S 20DIPOM20 is a record of the
original work done by me.

Dr. Uthira. D
Vice-Principal
M.O.P Vaishnav College for Women
Chennai

Submitted to: M.O.P. Vaishnav College for Women

On: 18th June 2021

ABSTRACT
The research work which titled “Impact of Filing, Indexing and Record Keeping in attainment
of organization’s efficiency” is designed to look into detail about how this helps in attaining
objectives and improves the efficiency and effectiveness of the organisation. Chapter one deals
with detailed introduction about filing, indexing and record keeping, their importance in every
organization and their objectives. Chapter two highlights literature review which is mainly the
secondary data for this research. Chapter three talks about the main statement problem,
research objectives, sample data and collection of data. Chapter four highlights the data charts
and continuing this is chapter five which talks about analysis and interpretation of the primary
data collected. Chapter six are some of the recommendations drawn out from research and
chapter seven the final chapter talks about the conclusion.

Keywords: Filing, Indexing, Record Keeping, Efficiency, Organisation

TABLE OF CONTENT
Acknowledgement.................................................................I
Declaration..............................................................................II
Abstract……….........................................................................III
CHAPTER ONE: INTRODUCTION
1.1 FILING
1.2 INDEXING
1.3 RECORD KEEPING
CHAPTER TWO: LITRATURE REVIEW
2.1 REVIEW

CHAPTER THREE: PROBLEM STATEMENT

3.1 DEFINING THE PROBLEM

3.2 RESEARCH OBJECTIVES

3.3 COLLECTION OF DATA

3.4 SAMPLE PLAN/SIZE

CHAPTER FOUR: DATA CHARTS

4.1 FINDINGS

CHAPTER FIVE: DATA ANALYSIS AND INTERPRETATION

5.1 INTERPRETATION

5.2 CHI SQUARE TEST 1

5.3 CHI SQUARE TEST 2

5.4 LIMITATIONS

CHAPTER SIX: RECOMMENDATIONS

CHAPTER SEVEN: CONCLUSION

ANNEXURE

REFERENCES
CHAPTER 1 - INTRODUCTION

The existence of every business organization, government and other social institutions is based
on records. They depict the present, past and future. Filling, indexing, and record keeping had
been of great of importance to individuals, organization and many who have the duty and future
responsibility to protect. In day-to-day business operation many documents are received, sent
out and created. These documents play a vital role in business operation and for taking some
important decisions. Therefore, such documents should be preserved carefully to obtain at the
time of need.

1.1 Filing

A filing is a process of arranging and preserving original records or their copies in such a way
that whenever needed, they can be located immediately. This is a process of arranging and
storing records so that they can be located when required. This provides vital files and
documents which would help in decision making, formulation of plans and policies and
controlling the results. For that a filing system is developed in every organization. Filing is the
memory and power of any organization. File is a memory of organization without file, there is
no record.

The importance of filing in an organization arises from the fact that their large number of papers
and documents cannot be preserved and handled without proper arrangement. Filing is one of
the most important function of modern office because of the following reasons:

• It helps to protect records from dust and dampness.

• It is very helpful in settlement of disputes or confusions because it provides factual
information.
• It facilitates protection and preservation of records to meet the legal requirements.
• The previous records provide for future reference.
• It is helpful to exercise a better control over sales and financial position.
• By providing availability of previous records, it helps in the future planning of the
organisation.

The following are some of the important objectives of filling:

1) Increases Productivity: A functional office filing system will not only help employees of the
organization to become more organized but it will also increase their productivity levels.

2) Document the Program’s Activities Effectively: The programs or the activities that are done
in the organization are documented effectively.

3) Identify Records Constantly: Because the files are properly placed in the office, the records
can be identified easily and constantly.

4) Retrieve Records Quickly: Filing system helps in retrieval and findings of records quickly
and instantly.
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5) Link to the Records Schedules: The contents of a file can be indexed for an easy access.

6) Time Savings: Faster access and retrieval of information is possible if proper filing is done
in an organization that helps in time saving. It leads to higher staff efficiency and productivity
of the employees.

7) Integrity and Continuity: Filing helps in integrity and continuity of record keeping despite
changes in office personnel

8) Cost Savings: Good filing system helps in using less office space for filing equipment and
that helps in saving cost. For good filing, likelihood of litigation and losses resulting from lost
documents gets

Types of Filings:

1. Traditional filing systems – The oldest method of keeping the records in a systematic
manner. This method is mostly found in government organization to keep records. Some of
these types:

• Wrapped up or Bundle filing – This is the oldest type. In this system the documents of
a certain period such as month or year are wrapped in a piece of cloth and tied up. All
the monthly and yearly bundles are placed in wooden planks or racks. The detail of
subject matter and period are clearly written in the wrappers using red or blue inks.
• Wire or spike filing – In this type a simple tool is used that is made up of steel wire
with sharpened and a wooden plastic or iron round base at end
• Cardboard filing – In this type a thick carboard is used for filing the document. Both
the sides of the cardboard, either a pair of thick laces or flaps with a pair of thick laces
are fixed. The documents are loosely placed one after the other.
• Pigeon Hole filing – Also called as docket filing. Under this a wooden or metal almirah
having several compartments or holes are used for filing the document. The holes are
alphabetically named, this is mostly used in offices like post office where large number
of letters and parcels are to be sorted out.
• Box filing – In these boxes are used to file letters and documents. These boxes are
generally made up of paper and cardboard. The files are made in the shape of a box
which is 7 to 10cm in depth or height. Spring clips are fitted upside so that it holds
tightly the papers. In these boxes the documents are chronological order.

2. Modern filing system

The filing system has changed over the years and have improvised over the time. Some of the
important modern filing systems are as follows:

• Horizontal filing system – This is a modern type where the documents or letters are
chronologically arranged one upon another in a horizontal or flat position. The latest
documents are placed on top and the oldest at the bottom.

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 Some of the types are:
1. Flat file – Made up of cardboard or thick paper where each flat file is attached with a
pair of metal clips or laces on the left-hand side which helps to hold the paper tightly. A
pair of holes is made on the left-hand side of each paper and then each paper is inserted
into clips or laces.
2. Arch lever file – Commonly used to preserve documents, record and letter. It is made of
thick carboard, a pair of an arch shaped metal rod, a lever with lock and pair of clips. The
rods, lever and clips are attached on the left hand side of the file
• Vertical system – The most popular type of filing system where the documents are kept in
a upright position in the files or the folders which are made of cardboard paper. The folders
are folded in the middle to hold the letters and document in them.
• Vertical Suspension filing – Improvised form of vertical filing where the drawer with
documents is fitted with a metal frame from which pocket folders are suspended. There are
two types of suspension filing; flat topped where the rigid bars support a flat top and
indexed tabbed.
• Lateral filing – Developed to overcome the limitation of suspension filing.

Good Filing system in organizations would lead to the achievement of organizational and
educational objectives. In some organizations the filing and storage of data, whether in the form
of paper letters, invoices or memos or as computerized electronic files, is regarded sometimes
as a chore or necessary evil.

1.2 Indexing

Index is an indicator which may be found in file or books. In another word, index is a device
for finding the position of records in a system guide. Also defined as an essential aid for finding
materials already field for reference. Indexing is a data structure technique which allows you
to quickly retrieve records from a database file. An Index is a small table having only two
columns. The first column comprises a copy of the primary or candidate key of a table. Its
second column contains a set of pointers for holding the address of the disk block where that
specific key value stored.

An index -

• Takes a search key as input

• Efficiently returns a collection of matching records.

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Types of Indexing

Primary Index

Primary Index is an ordered file which is fixed in length size and which has two fields. The
first field is the same a primary key and second, filed is pointed to that specific data block. In
this, there is always a one-to-one relationship between the entries in the index table.

The primary Indexing is also further divided into two types.

• Dense Index

A record that is created for every search key valued in the database. This helps to search
faster but needs more space to store index records. In this method the records contain search
key value and points to the real record on the disk.

• Sparse Index

In this technique, a range of index columns stores the same data block address, and when
data needs to be retrieved, the block address will be fetched. However, sparse Index stores
index records for only some search-key values. It needs less space, less maintenance
overhead for insertion, and deletions but it is slower compared to the dense Index for
locating records.

Secondary Index

The secondary Index can be generated by a field which has a unique value for each record, and
it should be a candidate key. It is also known as a non-clustering index. This two-level database
indexing technique is used to reduce the mapping size of the first level. For the first level, a
large range of numbers is selected because of this; the mapping size always remains small.

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Clustering Index

In a clustered index, records themselves are stored in the Index and not pointers. Mostly the
Index is created on non-primary key columns which might not be unique for each record. In
this situation, one can group two or more columns to get the unique values and create an index
which is called as the clustered Index. This also helps you to identify the record faster.

Advantages of Indexing

• To reduce the total number of internal operations needed to retrieve that data, so you
don't need to access a row in the database from an index structure.
• Offers Faster search and retrieval of data to users.
• Indexing also helps you to reduce tablespace as you don't need to link to a row in a
table, as there is no need to store the row id in the Index. Thus, you will able to reduce
the tablespace.
• One can't sort data in the lead nodes as the value of the primary key classifies it.

Disadvantages of Indexing

• To perform the indexing database management system, you need a primary key on the
table with a unique value.
• You can't perform any other indexes in Database on the Indexed data.
• You are not allowed to partition an index-organized table.
• SQL Indexing Decrease performance in insert, delete, and update query.

1.3 Record keeping

One of the main parts of accounting is recordkeeping also known as bookkeeping.

Recordkeeping is the process of recording transactions and events in an accounting system.
Since the principles of accounting rely on accurate and thorough records, record keeping is the
foundation accounting.

Record keeping serves as a source of reference to events, actions, and decisions that manifest
at a point in time. It is a scientific and systematic process of saving important documents for
future reference. It also acts as an aid-management in decision making. It serves as account of
fact or even set down writing as a means of preserving knowledge of information.

Most of the times, accounting and record keeping are used interchangeably, but this is actually
wrong. Accounting has a much broader definition than just simply recording transactions in an
accounting system. Accounting is used to in cases where we identify events that need to be
recorded, recording the transactions of these events, and communicating the effects of these
transactions with people inside and outside of the company. As one can see that record keeping
is only a small part of the broader definition of accounting.

An example of this would be an event would be the purchase of a company vehicle. The
accounting or recordkeeping department would record the purchase of the vehicle as a debit to

10
the vehicle asset account and a credit to cash or liability accounts in the general ledger.
Computerized accounting systems can then use this data to generate asset and liability reports.

Before computers and servers became widespread or growing, accounting records were
recorded on ledger paper by hand. Each account was manually transferred from the general
ledger to T-accounts in order assembly reports and financial statements. Today technology has
changed accounting systems and recordkeeping procedures to a more easier and comfortable
way. Most of these accounting processes that were done manually in the past are now
automated. The time savings and reliability of accounting systems also help create more
accurate records.

Keeping accurate and up-to-date records is vital to the success of any business. The business
must realise that records kept will be one of the most important management tools it possesses
and, therefore, it should be allocated due importance. Many business owners invest a lot of
time and effort into the running of their business and yet fail to realise the importance of
maintaining good documentation. The business owner is looking for the maximum return from
their investment and the maintaining of good records is part of that equation. For the business
to achieve its success and profit, it is necessary for the scores to be kept, as it were. Keeping
records is really like score keeping - if you went to a football game where no one kept the score,
one would have to question himself as to what was the point of that whole exercise. By keeping
the score, you are able to work out who is winning and whether you are winning at all. Many
people do not know the current score of their own business because they have failed to realise
the importance of keeping good and adequate records. Every record keeping system should be
accurate, reliable, easy to follow, consistent as to the basis used and be very simple. Good
record keeping is of great importance in regards to meeting the financial commitments of the
business and providing information on which decisions for the future of the business can be
based. While the business maintains records to monitor and record its normal business
activities, it is also necessary because of obligations under the taxation laws.

Steps for record keeping are as follows:

• Capture the Information

Capturing is the most difficult step and it's the most important part of the process. Keeping
track of every amount one spends on one’s business and every amount one take in as sales.

• Check to Make Sure the Information Is Complete and Correct

Spend an hour every two weeks or so going through everything you've captured and made sure
that all the information is ready for recording.

• Recording the information for the future

Recording means putting your financial information into a usable form. Turn everything you've
checked over to your bookkeeper to record or record it yourself. Input the information into a
spreadsheet or accounting software.

• Consolidate and Review the Information

After your financial information has been recorded each month, print out four reports: a balance
sheet, an income statement, an accounts receivable aging report, and an accounts payable

11
report. Include a comparison with the same report information from last month with each
report.

• Act Based on What you Know

Acting or reacting might mean doing nothing if everything looks all right. But at other times,
it might mean making a change. Create trigger points where the information compels you to
act. If you see liabilities increasing each month for three months on your balance sheet, this
probably means assets or expenses are also increasing.

Good records will keep you on your toes and enable you to monitor every situation. After one
has put together a good system for recording, make sure you use the system to help you in the
business. Monitor it, protect it and back it up.

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CHAPTER 2 – LITERATURE REVIEW
2.1 Review

Sparling Allan E. (1970) opined that the correspondence and records of a business are essential
to its successful operation, and every important paper must be filed so that it can be found at a
moment’s notice. He stipulates that a good filing system is the best place to keep important
papers, but it is also one of the
worst places to lose them. To ensure “perfect filing” of papers, “perfect filing” is necessary.

According to John Harrison (1979), a large part of the efficiency of an office depends not only
on the existence of a reliable filing system, but also on the competence of staff in the art of
methodical filing and indexing. Filing is carried out for two primary reasons:
i. To preserve correspondence and other documents, i.e., to keep them tidy and clean.
ii. To have the information contained in the papers available for quick and easy reference.

A document filed incorrectly can be the cause of a delay in a business transaction and even the
cancellation of a valuable order. Only when the filing system is efficient can the office function
properly, as a delay in locating a paper will interfere with and delay the order sections of the
business.

According to Arora (2001:192), indexing can be defined as a method of providing indicator for
a body of data or collection of records. Indexing is anything which points out or indicates. It is
something which is refereed to the arrangement of documents in such an order so as to facilitate
an easy access to them. It can be alphabetical or numerical.

Saleem (200:85) tells that an index is advice for finding the position of a document or file in
the system quickly and easily, so as index serves as indicator to what and where aspects of a
collection in an information center

According to the records of South Australia (2004), they define a record system as an
information system that captures, manages and provides access to records through time.
According to this an information system is not limited to the information technology industry
concept of an information system. Records system includes software and hardware, people,
procedures and policies relating to the storing processing and accessing information at all
times.

Durosaro (2002) noted that records keeping helps in the effective planning and administration
of a university. This is because records keeping plays an important role in effective and efficient
management of universities. It helps in the planning and implementation of appropriate course
of actions, allowing proper monitoring of activities or tasks.

Akube (1991) in his contribution noted that records keeping is meant to enhance the
performance of tertiary institutions’ administration. Adequate records management coordinates
and protects institutions records, sharpens the effectiveness of the records and helps to simplify
intra organizational and communication problems. Asogwa (2004) opined those records of data

13
generated in the course of execution of legitimate function of an intsitution should be kept and
managed properly.

Egwunyenga (2005) noted that proper record keeping by office managers are constrained due
to insufficient skills by office managers, lack of infrastructure, problem of storage, poor
supervision and poor records management programme

Benefits of effective record system

According to Cunningham (2006) an effective record system has many advantages to the
organization and these are some of the advantages:

• Informed policy and decision making and planning for the delivery of various services
• Good risk management and corporate governance
• Increased satisfaction
• Better management
• Increase in productivity
• Accountability Increases
• Increases access to sharing of information
• Improved ability to meet community expectations.

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CHAPTER 3 – PROBLEM STATEMENT
3.1 Defining the problem

Poor filing system has been a major problem for the organization’s poor efficiency. Information
when required can be accessible only if filing has been done properly. And this has been a
major challenge for all over the years. Filing is something which not only working people do
but also children in school do, nowadays in school the children are being taught to arrange their
test papers in a chronological manner, this is filing done at an early stage. A recent survey
found that one in every ten documents or files stored becomes immediately lost forever, due to
inadequate and filing techniques and practices.

Indexing another important aspect. However well the filing has been done, in the same similar
manner indexing has to be done. Filing is grouping od activities similar to a particular
characteristic and arranging them in a chronological or alphabetical manner, continuing this
process is indexing which is also known as the content page where all the important information
is written in the front page which helps to locate the major information present inside the file,
this is taught even in schools every child maintains an index for each and every classwork note
where they write their all chapter names in the front page along with their page numbers. This
is a basic sample for indexing.

The efficiency and effectiveness of every office work basically depend on the systems of filing
and indexing that have been put in place. This is particularly so where there is a large amount
of manual work. Even if automation has been adopted on a very large scale, filing and indexing
are equally important.

Record keeping is a part of indexing where its main job is to keep all the records in a safe place
and keeping them in order which would help indexing to take place and make filing more
effective. In every school these various files of class test papers and question papers are kept
in an orderly manner in a safe place for indexing to take place more efficiently.

Efficiency and effectiveness of an organization can be predicted in the manner they have their
filing, indexing and record keeping is done. They form a very crucial part of every organization,
especially in organizations which deal with huge data and records.

So, our problem defines filing, indexing and record keeping with respect to organizations with
respect to their efficiency and effectiveness.

3.2 Research Objectives

1. To check the relevance of effective record management in the organization

2. To identify problems that are associated with records and information management

3. To scrutinize the effect of proper records management on the efficiency and effectiveness of
the organization.

15
3.3 Collection of data

The data is directly collected from a primary source. I drafted our questionnaire related to filing,
indexing and record keeping in organizations, how helpful they are and the usage of them. The
questionnaire was an internet survey (primary source) which was structured with 5 most
important questions. These questions deal only with filing, indexing and record keeping and
no personal questions were asked. Two of these questions were common questions regarding
the topic and the other three individualized questions relating to the topic. Our secondary data
includes the literary work from various publishers and articles on the common topic of filing,
indexing and record keeping.

3.4 Sample plan/ Size

The sample was selected using non-probability sampling method. To execute this sampling
technique, I selected a number of individuals from my personal network. Recognized that this
approach is not a strictly statistically valid but must balance that concern with requirement for
obtaining a relevant data within the cost and time budget of the research project. The sample
size is n > 30 is chosen to make an efficient project report. The collection of data was through
google forms which were circulated digitally.

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CHAPTER 4: DATA CHARTS

Figure 1: Usage for specific uses Source: Primary

Figure 2: Work process difficulty Source: Primary

17
Figure 3: Mode of process Source: Primary

Figure 4: Filing process Source: Primary

18
Figure 5: Indexing and Filing process Source: Primary

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CHAPTER 5: DATA ANALYSIS AND INTERPRETATION
5.1 Interpretation

Analyzed the research data with the intention of applying information learned towards further
objectives:

• Determine normal people’s attitude towards filing, indexing and record keeping
• How to use this information in increasing efficiency and effectiveness of organization

To accomplish this analysis used pie chart to depict the collected information as follows:

• Everyone uses filing, indexing and record keeping for their official purposes as well as
for their personal uses
• Around 40% have told they use these on a regular basis, the remaining use this
sometimes
• It is proved that filing, indexing and record keeping ease every process in the
organization
• More than 65% organizations use computerized mode of filing, indexing and record
keeping.
• Around 40% companies do their filing process once in month.
• Half of the companies do filing and indexing simultaneously and the other half does
indexing process after completion of filing process.

5.2 Chi Square Test 1:

H0 – Null Hypothesis – The factors (Personal uses, ease your process) are independent variables

H1 – Alternative Hypothesis – The factors (Personal uses, ease your process) are dependent
variables

Statement for this problem:

H0: They are not used for specific uses and organization’s management

H1: They are used for specific uses and organization’s management

20
 Comparison between Personal usage
and Difficulty level
30

25

20

15

10

0
Yes Maybe/Sometimes

Personal uses Ease your process

21
Inference

As P = 0.0303 which is way less than less than 0.05 we can conclude by saying that Null
hypothesis is rejected and Alternative hypothesis is accepted. Therefore, the variables are
dependent. Therefore, Filing, Indexing and Record keeping are used for specific uses and
organization’s management

5.3 Chi square test 2

H0 – Null Hypothesis – The factors (Mode, Method) are independent variables

H1 – Alternative Hypothesis – The factors (Mode, Method) are dependent variables

Inference

As P = 1 which is way more than 0.05 we can conclude by saying that Alternative hypothesis
is rejected and null hypothesis is accepted. Therefore, they are independent variables.

5.4 Limitations

• The truth and fairness of the statement couldn’t be viewed and assurance for the
answers couldn’t be stated due to digital questionnaire
• The sample selected was a random sample which was not done statistically.
• The questions asked were very general as there was no direct contact to explain.
• There was a slight confusion in the preference of the respondents in complementary
questions.

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CHAPTER 6 – RECOMMENDATIONS
From contacting various organisations, some of the following points are to ensure a good filing
system in any organisation, the following recommendations must be strictly observed by
secretaries and all those who are directly involved in handling office files. A good filing system
is a facilitator to quick references and retrieval of documents and records.

Some of the basic stuff to be done for a good filing system:

• Simplicity
For ease of understanding and operation, a good filing system should be simple. A complex
filing system will be difficult to understand and operate.
• Accessibility
This characteristic refers to the nearness of the files to the user. This implies that all the cabinets
should be strategically positioned so that they could be easily reached by potential users.
• Safety and Security
The system being used should be capable of providing safety and security to the documents
filed. This is necessary for confidential materials.
• Compact.
The system should have the characteristic of compactness. In other words, the system adapted
should not take up too much space in terms of equipment and floor.
• Suitability
A good filing system should be relevant and suitable to the documents to be filed.
• Economy
A good characteristic of a good filing system is that, it should not be too expensive to operate.
That is, the expenditure on the equipment and the operation should be reasonable on the
equipment
and the operation should be reasonable and economical for the benefit of the University
College.
• Cross -reference
Cross-reference refers to making room for documents or records to be located under different
headings. A good filing system should provide for the possibility of location documents or
records under
different headings.
• Out-Guide /Out-Maker /Tracer System
Out-Guide /Out-Maker /Tracer system is a system that gives an indication of when and where
a file
has been taken to. A good filing system should have this important characteristic so that a file
that has been taken from its original place could easily be located.
• Expansion possibilities
The system of filing should make room for future expansion when the volume of operation
increases.
• Classification system
A very important characteristic of a good filing system is appropriate classification system.
Perfectly suitable for the company which the people in the organisation are comfortable to
work with.
• Trained Personnel
The efficiency of the system in operating will depend on the availability of trained personnel.
The system should, therefore, have well- trained personnel. There should also be in place, a
policy which will enable secretaries and personnel who handle files in the University College,
to go through regular in-service

23
training programmes.
• Maintenance Culture
The policy of maintenance culture should be enforced to take care of filing equipment

As in the above some basic characteristics are mentioned, below there are some precautionary
methods:
• Secretaries should be taught never to open more than one drawer of a filing cabinet at
one time.
• Pulled out dreamers which obstruct movement in the office should be pushed in
immediately after use.
• Overloading of files, books and other materials on top of filing cabinets should not be
entertained. Someone, preferably a responsible official, must authorize the filing of
documents (by marking them in some way, perhaps initialling) and indicate also how
and where each should be filed and indexed. The most likely person is the departmental
head.
• Someone must be authorized to sort documents into file order.
• If an index is used, the documents must be entered on the index as authorized above.
• Some arrangement must be made for the removal of documents from, and their return
to the files. Someone must be responsible for removal and replacement and for keeping
records of documents issued and to whom.
• It must be worked out how long documents are kept in current files and at what regular
intervals they are to be transferred to long-time storage. This is referred to as ‘weeding’.
• At what regular intervals the documents in the long-time storage files are to be removed
and destroyed.

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CHAPTER 7 - CONCLUSION
The completion of the project indicates that every organization has filing, indexing and record
keeping. They play a major role in every organization. They believe that organization’s
efficiency and effectiveness is enhanced with better working of these filing, indexing and record
keeping. Even though most of the companies still use the old method of filing, indexing and
record keeping they are effective. Over the years and in the upcoming years these would be
fully computerized with even more advancements. Research methodology is also growing over
the years for betterment functioning. Record management is helping organizations to analyze
as to how do their filing and indexing for attaining more advantages than ever. Employees are
motivated to do this routine work as they depict the past and future of the organization. This
research has also concluded one more thing that people not only use these for their
organizational benefits but also for their personal uses.

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ANNEXURE
Q. Do you filing, indexing and record keeping for specific uses?

• Yes
• No
• Sometimes

Q. Does filing, indexing and record keeping ease your process?

• Yes
• No
• Maybe

Q. Which mode of filing, indexing and record keeping is followed in your organization

• Automated (Computerized)
• Manually (Maintained through ledgers)

Q. How often do you do the filing process in your organization?

• Everyday
• Once a week
• Twice a week
• Once in a month

Q. How do you do indexing in accordance with filing?

• Simultaneously with filing process

• After completion of filing process

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REFERENCES
https://projectsolutionz.com.ng/impact-of-filing-indexing-and-record-keeping-on-the-
attainment-of-organizational-goals/

https://www.researchgate.net/publication/337679311_DESIGNING_AN_EFFECTIVE_REC
ORDS_MANAGEMENT_SYSTEM_A_CASE_STUDY_OF_THE_ECONOMIC_POLICY
_RESEARCH_CENTER_EPRC_UGANDA

https://kkhsou.ac.in/eslm/E-SLM-for-
Learner/6th%20Sem/Bachelor%20Degree/Office%20Management/Office%20Management%
20Block%202%20(E)/Unit%209.pdf

https://www.ajml.com.au/downloads/resource-centre/references/operational-
management/The%20importance%20of%20record%20keeping.pdf

https://www.academia.edu/28003274/EFFECT_OF_RECORD_MANAGEMENT_ON_EFFI
CIENCY_OF_OFFICE_MANAGERS_docx

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%20two%20aspects%20of%20management,documents%20which%20have%20been%20file
d.

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SECTION II – PROJECT ON PUBLISHING SOFTWARES AND
APPLICATION OF COMPUTER SKILLS
Topic: You are part of a well-educated very large joint family where inmates
forget to switch off lights or close taps frequently. As a resource conscious
member of the family, create decorative glance reminder cards to be put in
appropriate places all over your home

Reminder Cards:

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SECTION III - DATA BASED MANAGEMENT AND ANALYSIS USING
SPREAD SHEETS

TOPIC: WORK ORDERS DATA WITH INSTRUCTIONS

Analysis Screenshots with formulas

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From the above charts the following analysis have been made:

• Among all the districts, the highest cost has been accrued in the Central Region
• The highest fee is under Burton tech lead which depicts that the highest number of
labors are working under him.
• 85% of the people are paid in account or direct cash
• 2021 has acquired a higher cost than 2020 by 44%
• No. of people working on days and when they are required is not matching, like on
Saturday when only 41 people are required there are 193 people working. Only on
Tuesdays and Fridays the requirement somehow matches to an extent.
• Khan has acquired the highest parts fees and Michner has acquired the lowest labor fee

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