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Document Management

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28 views31 pages

Document Management

Uploaded by

Julex Royalty
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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DOCUMENT MANAGEMENT

FILING SYSTEMS
Organising and managing files is
very important in order to gain and
maintain efficiency. Organisations
and individuals benefit from proper
file management.

Proper file management allows for


easy access to documents and helps
to keep them clean and neat.
What is a Filing System?
• This is a method of collecting,
organising, storing, preserving and
allowing the retrieval of information.
A filing system is also called
INFORMATION MANAGEMENT
SYSTEM.
Documents in a Filing
System
• Each document in a filing system is
called a RECORD. Examples of
records are: letters, contracts,
invoices, receipts, minutes of a
meeting, memoranda, agreements
and so on.
Reasons For Keeping
Records
Individuals and organizations keep records for reasons
such as the following:

 To provide information for the day-to-day operations of the


organisation.

 As evidence that transactions were performed.

 As a source of data that can be used to analyse past


performance and plan the future direction of a business.

 To fulfil legal requirements such as government


regulations for accounting or tax purposes.
Types of Filing Systems

Two types of filing systems are:

1. A manual filing system

2. An electronic filing system


Manual Filing System
• This filing system is used for the organisation
and storage of hardcopy documents in
fireproof and water proof filing cabinets.
Advantages of Manual Filing Systems

• Files are safe in the event of failure of computer


equipment.

• Records can be accessed even when there is no


electricity.

• Employees can use the system with little or no


specialised training.

• Safe from unauthorised access by computer hackers.

• Enable the organisation to store physical documents.


Disadvantages of Manual Filing
Systems
• Records can be destroyed by fire and flood.

• It takes a lot of time to manually organise, find and


retrieve documents.

• It’s easy for the documents to be misfiled or lost.

• More space is occupied due to physical storage.

• Records might be located in a centralised location that is far from the


people who need to use them.

• Records are normally available to only one user at a time.


Electronic Filing System
• This type of system is used for electronic
documents and is normally stored on a
computer system.
Advantages of Electronic Filing
Systems
• Physical space required for storing documents is
reduced.

• When workers and customers are online, information


is immediately available.

• Reduce the number of staff that must be hired to


manage records.

• Increase the speed with which documents can be


located and retrieved.
More Advantages of Electronic
Filing Systems
• Record created in various departments are available
throughout the organisation.

• Enable documents to be available for viewing by


different people at the same time.

• Files can be password protected to ensure that only


authorised people are able to access records.

• Documents are less likely to be misplaced,


damaged or lost.
Disadvantages of Electronic Filing Systems

• Hackers can access, change or destroy records.

• Records cannot be accessed


if there is a power failure.

• Staff must be trained in computerised records


management.

• Records may be lost if the computer system crashes.


Hence there must be a schedule for the automatic
backing-up of all records.
More Disadvantages of Electronic Filing
Systems

• Paper documents must be scanned into the computer


system; this can be time consuming in organisations
that have lots of written communication.

• Some countries have not yet modified their laws to


accommodate electronically stored documents.
Hence, the organisation may need to store paper
documents such as signed contracts.
A Deeper Look At
Electronic Filing
Systems
Types of Documents
• Data processing involves entering records into
an electronic filing system. Data can be
obtained from:

1. Source Documents
2. Turnaround Documents
3. Machine Readable Documents
SOURCE DOCUMENTS
What are source documents?
These are the records that are
created whenever business is
conducted, example cheques,
invoices, contracts, leases, and
so on. They are used in initial
recording of data in business
transactions.

Organisations use source documents as evidence to prove that


the transaction occurred. They are entered into the computer
by using typing, OMRs, OCRs, bar-code scanners, magnetic ink
character readers.
MACHINE READABLE
DOCUMENTS
• These are documents that can be read directly and understood by
the computer. These documents can be scanned directly into the
computer and does not need
to be manually typed in by a person. They contain special marks
that allow them to be read by the computer.

• Automatic data capture is a process during which data is directly


entered into a computer with little or no user intervention.
Microphones, bar code readers, document scanners and sensors
are examples of devices that facilitate this process.

• Examples of these documents are: multiple choice answer sheets


used for examination, barcodes on products, airline boarding
passes, cheques.
TURNAROUND DOCUMENT
• This is a paper or an electronic document that is sent to
an external party, such as a customer or supplier, to
gather data. The document is then RETURNED and the
data can be added to the company’s computer system as
input.

• Examples of a turnaround documents are utility bills of


companies. They have machine readable features, such
as bar codes, that can be scanned when the bill is being
paid. A circular letter with a tear-off slip, airline
boarding passes and invoices are also examples.
Organizing Documents
In Electronic Filing
Let’s Look at Some Basic
Organisation
In electronic filing system, there is a
HIERARCHICAL STRUCTURE in which elements of
the filing system are organised. This is referred to
as a path. A path is the route taken to access a
particular file. It may be divided into three parts:

1. Drives (Root Directory)


2. Folders
3. Files
Example
DRIVE/ROOT
DIRECTORY FOLDERS FILE

C:/Kingston/Music/Gospel/Vashawn Mitchell/Awesome
Hierarchical File Structure
1. DRIVES
A drive is a device on a computer that can be used to store data
and documents. It is the ROOT DIRECTORY on which files and
folders are stored. It can be internal or external. Drives are
the highest level in the filing system’s hierarchical structure.
The common Drive Letters and the devices associated with
them are:

A: - Floppy Disk Drive


B: - Internal Hard Drive
C: - CD-ROM/ DVD-ROM
D: - Removable drive (USB flash drive/external
hard drive).
Hierarchical File
Structure
2. FOLDERS
These are at the middle level in the filing
system’s hierarchical structure. Folders are
containers for storing files and they
themselves can have folders (sub-folders).
The icon on the computer that represents
folders is easily recognised because it
resembles a paper file folder used in an office.
Hierarchical File
Structure
3. FILES
• Files can be created, saved, opened, renamed, copied,
shared, moved, deleted, dragged, dropped, searched for,
overwritten and protected. All files are held
permanently on a drive.

• The Windows file manager provides ready-made


containers such as My Documents and Shared
Documents for managing files. These two are the
standard folders that are created by the operating
system.
3. FILES (cont’d)
The data and programs in your computer are
saved as files. Each file in a location has a
unique file name. The computer identifies
each type of file by using FILE EXTENSION after
the file name. A file extension is a short name
added to the main part of the file name to
indicate the application that created it or the
type of data or instructions it contains.
FILE EXTENSIONS
• Each file has a file extension, which is a short
name added to the main part of the file name,
to indicate the application that created it or
the type of data or instructions it contains.
EXTENSION FILE TYPE CONTENT
DESCRIPTION
.bmp Standard Windows Bitmap Image
Image
.doc or .docx Microsoft Office Word Document
Document
.dot or .dotx Microsoft Word Document Document Template
Template

.exe Executable file Code files to perform specific


task

.gif Graphics interchange file format Web graphics

.html Hypertext markup language Web page

.jpg JPEG bitmap image file format Image

.mdb Microsoft Access database Database

.tif Tagged Image File Format Image


EXTENSION FILE TYPE DESCRIPTION CONTENT

..png Portable network graphic Web graphics

.pps or .ppsx Microsoft PowerPoint slideshow Slideshow

.ppt or .pptx Microsoft Office PowerPoint Slides


Presentation File Format

.txt Common text file Text

.xls or .xlsx Microsoft Office Excel spreadsheet Workbook or work sheet

.zip WinZip file Compressed files

.mp3 and .wav Sound file sound

.mpg Movie file movie

. avi Video file Video

.ART Image (clip art) Image


If Computer Files Are Not Organised,
You Can Experience the Following:

• Difficulty finding files because you may not


remember the file names.

• Time may have to be spent searching through


numerous files to find the one you need.

• Computer may run out of storage space because


you have saved too many unwanted documents.
THE END OF PART 1

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