The Filing System in The Public Service


1. Type of File - "The Book" type of file is to be used. This means that papers are inserted in a cover, chronologically, like pages in a book from left to right. Each side of paper written on will be given a page number (except in the case of lengthy attachments, the pages of which have their own numbers) and, the papers will be known as "pages". Correspondence between officials of the same Department will be on Minute Sheets but, the Minute Sheets will become pages in the book, in the same way as other papers. When correspondence is inserted, a line should be drawn under any reference to another page and that page number inserted alongside the reference.
2. Titles - Files should be intelligently titled to ensure that it is plain what pages should go into the file and, what should not. Titles should be unambiguous, mutually exclusive and, the principle of "one file, one subject" should be observed. The whole of that subject should go into the file. Where a paper is of interest to more than one file, a copy of it should be put on the other files with clear cross referencing. "Miscellaneous" files should never be used.
When a new subject develops in a file and, pages have to be removed to a new, or; existing file, the pages in the original file should not be renumbered, unless, it is a very small file, since failure to alter cross references can cause confusion. The normal procedure should be for a small piece of paper to be inserted in place of the pages removed and, recording "Pages 20-25 removed to pages 5-10 in File No......... on . . . . . .. .(Subject)" and, initiated and dated by the officer removing the pages concerned.
3. Classification and Reference Numbers of Files - It is necessary to evolve a system of classification of papers, or; to put it more simply, grouping like with like. The various parts of the classification will have an identifying number, or; letter which together will make up the reference number of the file.
The system of classification and numbering most suitable to our needs is a three part number reference. The first part will represent The Government Department, the second a broad group of the work of that Department and, the third a detailed aspect of the work.
4. The three parts of the reference number - should be arrived at thus:

  • First Part - Department
    Each Department will be known by a three letter abbreviation of its title. To ensure uniformity, a list of the abbreviations to be used is given at the end of this Appendix.
  • Second Part - Group
    The work of most Departments will fall into several reasonably well defined main groups, or; categories. These groups must be described by a word or in most cases, a group of words or a phrase. The correct description of the groups is the key to the success of the whole filing system.
    (a) The word or phrase describing the group should not be so broad or all embracing that anything could go into it. The descriptions must be mutually exclusive and not overlap one another.
    (b) Each Department should have its own names for groups. It is advisable not to use the classification of another Department, since, work has a different emphasis in different Departments.
    (c) No system is completely fool proof and, quite reasonable options will present themselves. It is therefore necessary to weigh up which is the best course to take.
    (d) If the file title does not fall into an existing group naturally, a new group should be created. There is no limit to the number, or; the size of groups. A group can have as few as one file in it, or it can have thirty, or forty, or; more. The group will be given a number and, this will form the middle part of the reference. Each Department will compile its own list of group numbers.
  • Third Part - File
    Each file within the group will be allocated a number. If there is a policy file on the subject, it is preferable, but, not essential, that it should be Number I (or 01) in the group.

5. Personal Files
The reference numbering of personal files can be simplified. It will still be necessary to have the Departmental Code Letters as, the first part of the reference, as personal files may be opened in more than The Department. After the Departmental Code, each file can be allotted a number prefixed by P. P. (Personal File) as a file is opened for an officer.
6. Appearance
The file cover will be of stout buff card-board or manila, with a gusset. The name of the Government Department should be printed at the top. The "third" or "back" cover should not be used except for (a) drafts, (b) a pocket, (e.g. for maps or booklets) or (c) spare copies of papers in the file, (which should be removed at regular intervals when no longer required). Pins and paper clips should always be removed.
7. Movements of Files
All movements of files should be written either on the front cover in the space provided, or; in bold lettering on the last page of the file, e.g. "P.A." (Put away), or "B.U." (Bring up). Ministries and Departments may adopt either system. Registry clerks must initial and date any "B.U." thus certifying that, the instruction has been noted. It is important to remember that, it is the last entry on the last page on the file that is the operative minute, whether it is a recommendation minute upwards on a letter, or; on a separate Minute Sheet, or; an instruction downwards.
A "P.A." or a "B.U." at the end of action can be a vitally important entry. No officer should make a file "P.A." or "B.U." unless, he has verified that all action on the file has been completed, not merely the action immediately undertaken, because there may be some other subject uncompleted in the file. All entries "P.A" or "B.U." must be initialled by the officer making it.
8. Temporary Files
If a file is not readily available, a temporary cover may be used but, it is essential for it to have a distinctive appearance and, for the papers to be connected with the main file as soon as possible.
9. Records
The object of records is to identify papers so that they can be found easily without relying on memory. The dangers are that too many records will be kept, thus wasting time, or; that too few will be kept so that identification is difficult. A worse danger is that records will be kept badly and, will be unreliable and misleading.
10. Records of Files

  • Files other than Personal:
    There should be two card indices:
    (i) a Subject Index - which will show the main, or; subsidiary subject at the top, the full title of the file and, its number. It will probably be necessary to have more than one "subject card" for each file;
    (ii) a Numerical Record - on which the movement of the file will be recorded.
  • Personal Files:
    One card index only is necessary. The cards will show the name of the officer and the number of the file and, will be kept in alphabetical order. All movements of the file can be shown on this card.

11. Cards should always be kept in their main place - the information on the card should tell you all you want to know. It leads to confusion to remove the cards into special "transit" or "B.U." boxes.
12. B.U. Diary
A diary should be kept for the purpose of ensuring that files are brought up on the necessary date. The number of the file should be shown in the appropriate space for the date the file is needed. The Registry Clerk should go through the diary every morning. Files for "B.U." should also be kept in the normal filing cabinets. It leads to confusion to keep them in separate places.
13. Records of In-Coming Correspondence
Most larger Departments will need to keep a record of incoming correspondence. A single record only need be kept in book form. The book or register will show:

  • date of paper
  • from whom
  • type (Letter, Memorandum, Telegram, etc...)
  • subject (which should be an intelligent precis of the matter dealt with)
  • reference
  • date received
  • file number
  • action

14. Records of Out-Going Correspondence
It is not necessary to keep a record of all outgoing correspondence. A simple record of important outgoing correspondence should be kept of items needing a receipt, for example, papers with a security classification and, packets containing items of value. The record will be in the form of a Duplicate Receipt Book and, will allow space for a signature by the Messenger taking the papers and, for a signature by the recipient. The top copy of the receipt will be detached and be sent with the papers. The duplicate will remain in the book. When the top copy is received back in the originating office, the duplicate will be marked accordingly. The top copy can be retained for a short while until all question of doubt is resolved (for example, the letter has been answered) and, then destroyed.
15. All old files should be reviewed for the following Purposes

  • renumbering if necessary;
  • to make sure titles are accurate;
  • to make sure the contents are relevant.

All files should be reviewed from time to time in order to dispose of papers and files that are no longer required.

Notices
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