Chapter V: High-Dimensional Change-Point Estimation: Combining Filter-
A.9 Proof of Proposition 2.3.6
Filing is the basis of record keeping. It means the enclosure of letters and other vital documents in a folder to preserve them for future reference. A file is made up of letter received and dispatched, minutes, instruction, rulings, report, etc. The essence of a file is that it should contain all the relevant matters relating to one subject-matter only, so that when the file is taken up for future reference, the whole story is there.
Papers and other vital documents,-e.g. plans, maps certificates, etc.
which are in the file mainly for easy of reference, should never be left loose in the file. Such documents should be kept in an envelope gummed at the back cover of the file
Types of Filing System
There are many types of filling system which includes – the book system, the split system, the flat system, the box system but the main ones in use in government offices are the book and split systems.
The book file system: - This is the method whereby letters and minutes are enclosed from the left-hand side, face to cover, in chronological order and are numbered in the same fashion as a book. The first page is the oldest paper in the file and each page of the file on which there is a written material is numbered.
The split file system: This is the method of filing whereby all minutes are put on the left-hand side of the file and separately numbered, while letters, both incoming and outgoing, are placed on the right-hand side and numbered consecutive from the bottom to the top.
Flat file system: This is a method whereby papers are filled face up and from the right cover of the file jacket. Papers are secured by two punch holes passed through pliable metal prong and fastener which are part of
the file jacket. The file paging is from bottom up. The difference between this system of filing and the split system is that the minutes and letters are all filed on the same side with the papers lying flat on the file.
If the file cover is not originally provided with fastening devices, tag can be improvised but, two holes must be punched to ensure that papers lie flat on the covers. The steel ends of the tag prevent the papers from slipping off. The disadvantage of this filing device is that the steel fasteners often get rusty and therefore stain and destroy the papers in the file.
Box file system: As the name implies, this system uses a thick paper box provided with metal spring clip. Only documents such as land deeds and certificates are filed in this box. The contents are not perforated and filled as in the other system but are secured with the spring clip. The ones that are needed urgently are kept on top. These types of files are used mainly in deed registries and land offices. Unlike the other systems, the files are not moved about. (Federal Republic of Nigeria 1999)
4.0 CONCLUSION
The registry is well known to anybody that has to deal with public service organisations because that is where all letters are received. The effectiveness or ineffectiveness of the registry therefore affects the entire organisation and their customers. Issues of missing letters and inappropriate records lead to delays in the treatment of official matters.
Adequate documentation of in-coming and outgoing mails enhances the control and acceptability functions of public service organisations.
5.0 SUMMARY
In this unit, you have learnt about the functions of the registry which are mainly receipt and opening of mails, sorting of mails, recording, tracing of files and dispatch of mails, among others. The unit also discussed the centralised and decentralised types of registry and their functions were also discussed. Filing is a means of keeping records in the public service. The unit covered filing and filing system.
6.0 TUTOR-MARKED ASSIGNMENT
i. Who is the most important registry staff and why?
ii. Discuss the various types of filing system.
7.0 REFERENCES/FURTHER READING
Administrative Staff College of Nigeria (2000).Records Management Handbook. Topo – Badagry: Administrative Staff College of Nigeria.
Dobbler. D.W. et al. (1995). Purchasing and Supply Management. NewYork: McCraw- Hill/Irwin
Hall, L.A. (1979). The Evolution and Current Position of the Wellcome/
National Archives Hospital Records Database. Wellcome Library www. Heath archives. Org/docs/ haag% 20 artiicle1.pdf Lucey, T. (1987). Management Information Systems. Eastleigh
Hampshire: DP Publications.
Robin, L. C. (1983). Archived and the Public Good. In: S. C. Reharch and A .W. David (Eds.). http://www. My best docs. Com/cox- Wallace. Contributors. Htm
Thurston, A. (1995). “The Public Sector Records Project: Managing the Record’s life Cycle.” Paper presented at the Caribbean seminar on National Archives and the challenges of strategic information management. Trinidad, March 28, - April 5.
Whitehead, J. (1986). Records Management Systems. Google.co.uk /book 7 ISBN 0709936745.
Whitehead, J. (1986). Records Management Systems. Google.co.uk /book 7 ISBN 0709936745