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Effect of Good Filing System on Productivity of a Secretary (a Case Study of Staff Personnel in Federal Polytechnic Nekede, Owerri)

Effect of Good Filing System on Productivity of a Secretary (a Case Study of Staff Personnel in Federal Polytechnic Nekede, Owerri)

Effect of Good Filing System on Productivity of a Secretary (a Case Study of Staff Personnel in Federal Polytechnic Nekede, Owerri)

Chapter One

PURPOSE  OF THE STUDY

The purpose of this study is  to  survey  the  filing systems  and classification in use  in the senior  staff personnel Department  of the Federal Polytechnic Nekede,  Owerri.

The study  will specifically  attempt  to:

  • Identify the type of  filing  classification adopted  by  senior staff  personnel  Department  of the Federal polytechnic Nekede, Owerri.
  • Identify the personnel  involved  in  handling office  filing  in the  department.
  • Identify the filing equipment  used  in  the  department.
  • Determine  the extent  to  which  the effect of good  filing  system and classification  has enhanced  the  productivity  level  of staff   of the  department.
  • To determine  the efficiency  and  effectiveness  of the system  and classification in  use.

CHAPTER TWO

REVIEW OF RELATED  LITERATURE

INTRODUCTION

This chapter contains the review  of  literature related to the study. The review was done under the following headings.

  1. General Principles of filing  and  indexing
  2. Determining good filing  system
  3. Benefits  derivable from a good filing  system
  4. Filing classifications
  5. Types of index

GENERAL PRINCIPLES OF GOOD FILING SYSTEM

There however, must be a proper understanding of the principles surrounding achieving an efficient filing system and classification. Besides, the classification systems adopted in any office must suit the requirements of every record  in every  office. Some records are filed and reserved longer than others. To ensure that they are not destroyed earlier than required, they  should  be  kept together under a  known system. There is no ideal survey that will meet the requirements of every record in every  office.

According to Ahukannah (2002), filing is the process of systematically classifying and arranging records or documents for safe keeping and prompt retrieval whenever such documents are needed. Another name for this is classification of information, ie. Dividing it into different groups or classes.

There are various ways in which one can do this, depending on the kind  or type  of documents one stores. Besides, within one organization, different filing system and classification that operates. Filing should be properly planned for convenience and smooth operation. Filing is the basis of records keeping. The  good effect of filing arises from  the  fact  that a large number  of papers and documents  can  not  be  reserved and handled without proper arrangement. It is pointed out that certain records must be kept to meet legal requirements.  Some however, must be kept to facilitate future decisions by management. Others must be kept for reference purpose. The objectives of filing include:

  1. To ensure that records are properly managed.
  2. To ensure that records are  properly sorted; and
  3. To ensure that records are easily available when needed.

Clerical and Secretarial Staff of today appear either ill-equipped to achieve these objectives or are simply not ready to do their jobs. Whether we agree or not, business offices exist to receive letters, reports, circulars and other documented information from both within and outside the business organization.

Effect of good filing constitutes the memory of a business. Now and again,  the  modern  office  is designed  by various documents  in the form  of  letters, accounting forms, sales  bulletins, orders, way bills, delivery notes, cheques, remittance advises statement of account, wage records reports, statistics, data, shipping records etc. unless a good filing system  is adopted,  retrieval  of desired  information may  prove  problematic.

 

CHAPTER  THREE

RESEARCH METHODOLOGY

In any research  work whether scientific or educational, there  has to be a systematic  and  acceptable approach  in  order to achieve  an authentic,  meaningful  and   objective  result.

However, in view of this, this chapter focuses on the   methodology used  for the study which include research design, area of the study, population, sample, instrument for data collection,  method  of data collection and  method of  data analysis.

  RESEARCH DESIGN

This shows sequentially  the  methods and procedures  used by the  researcher  to enable  her achieve  the  objectives  of the study.

A survey design was used  to get a  fair representation of  opinion in the population to avoid sampling  bias.

AREA   OF THE STUDY

The area of the study is the Personnel Department of the Federal Polytechnic Nekede,  Owerri – Imo State.

POPULATION

The population was 20 staff members of the personnel department. This  was  made   up of  administrative  officers,  clerical officers  secretaries  and typist.

The Polytechnic was  chosen  because  Owerri is very close  to the researcher.

CHAPTER FOUR

DATA PRESENTATION   AND ANALYSIS

This chapter is concerned with data  presentation and analysis based on the questionnaire collected from senior staff personnel department. In doing this, various items in the questionnaire were grouped together to make for a more meaningful analysis.

CHAPTER FIVE

SUMMARY OF  FINDING,  CONCLUSION AND RECOMMENDATIONS

SUMMARY OF FINDINGS

Based on the data collected  through questionnaires  and the analysis of the data, it was revealed  that:

* The effect of good  filing system on productivity of a secretary  adopted  by the Personnel Department  of the Federal Polytechnic Nekede, Owerri is the subject of numerical filing classification with which reference is easy when the subject with  numbers  is known. It is also very easy to add additional m topics with numbers  and sub-division.

* The secretary is seen as the Personnel involved in handling office filing in the Personnel department and it is the secretary who books appointment and arrange meeting for the executive. The secretary handles office filing very often  in the department.

* The efficiency and effectiveness of the good filing system and classification in use  is very high  and access can  be made directly  to any file  in retrieving it hence  the  name  or location is known.

CONCLUSION

The following are the  conclusion drawn from the survey of filing systems  and classification in  use  in the Personnel department  of the Federal Polytechnic Nekede, Owerri.

They include;

The filing classification system adopted by the senior staff Personnel Department  of Federal Polytechnic Nekede, Owerri  has tremendously  enhanced  the  productivity  level  of staff  in the department. The filing classification system in use  is the subject-  numerical  which  is quick  and makes easy reference  for retrieving document.

However, secretaries are  the Personnel  involved  in handling  office filing in the department for  they  are  the ones  that makes travel arrangements  for their  executives, write letters answers telephone calls etc.

The filing equipments  commonly  used  in the department is the four-drawer steel cabinets  and  there  is  high efficiency and  effectiveness  of the systems and classification in use  in the department.

RECOMMENDATIONS

Based  on the conclusion, the following recommendations were  made:

  • The senior staff personnel department of the Federal Polytechnic Nekede Owerri should continuously make use  of the subject – numerical filing classification system since it  makes for easy retrieval  of  files.
  • There should  be a trained filing clerks who should be  the only personnel  involved  in handling  office filing  in the department.
  • The department should buy fire – proof filing cabinets to file their documents  since  they make use  of the four- drawer steel cabinets to protect  and prevent fire from destroying filed documents.
  • Files should  be  allocated  at their different and separate  places and  not filed together i.e. Alphabetical and geographical etc  in order  to enhance  the  productivity level  of   staff  of the department which will lead  to excellent and fast retrieval  of documents.
  • The department should file accurately  by putting a specific number  of documents  in each file jack at  most  pages  in each file in order to  increase the  level  of efficiency and effectiveness of the systems and classification  in use.

REFERENCES

  • Ahukannah, L.T. (2002): Office Practice today Lagos Polytechnic Publishers Ltd.
  • Ahukanna, L. I. (2006)  Applied Secretarial Procedures and
  • Crayforth C. (1997): Administrative Procedures  for  Advance Secretarial Studies. London McDonald and Evans Ltd.
  • Elendu, O.E. (2001): The Perfect  Secretary: An Exposition   of the Secretarial Duties  of the Professional Secretary. Owerri: Lemmy Graphic Press.
  • Elendu, O.E. (1985): Office Practice for colleges Owerri. New African Publishing Co.Ltd.
  • Njoku C.U., Ohiri, A.B, Nwosu,A.N. Iwuoha C.C (2000): Prospective and Practicing Secretaries I. Owerri: Opus Business Concern
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