ABSTRACT
This study examines the effect of good filing system
on organization. The work helps to investigate why some business organization
pay attention to good filing system and to examine if some business
organization still use the conventional method of filing. It was revealed that
the conventional method of filing is fading away gradually for scientific
method of filing (using computers) because the latter does not ensure quick
retrieval of document. It was recommended that for a good filing system to be
possible, qualified personnel should be employed to carry out the process of
filing and retrieval of files.
TABLE OF
CONTENTS
Title
Page i
Certification ii
Dedication iii
Acknowledgment
iv
Table
of Contents v
List
of Table vii
Abstract viii
Chapter One: Introduction 1
1.1
Background to the Study 1
1.2
Statement of the Problem 3
1.3
Objectives of the Study 4
1.4
Research Questions 5
1.5
Statement of Hypothesis 5
1.6
Scope of the Study 6
1.7
Significance of the Study 6
1.8
Limitation of the Study 7
1.9
Operational Definition of Terms 7
Chapter Two: Literature Review 8
2.1
Filing 8
2.2
Importance of Filing 9
2.3
Effect of a good Filing System 11
2.4
Centralization and Departmental Filing 12
2.5
Types of Filing System 15
2.6
Filing Equipment 19
2.7
Indexing 22
2.8
Microfiling 23
Chapter Three: Research Method 24
3.1
Research Design 24
3.2
Population of the Study 24
3.3
Sample and Sampling Techniques 24
3.4
Instrumentation 25
3.5
Method of Data Collection 25
3.6
Method of Data Analysis 26
Chapter Four: Data Presentation
Analysis and
Discussion 27
4.1
Introduction 27
4.2
Data Analysis 33
4.3
Hypothesis Testing 36
4.4
Discussion of Findings 41
Chapter Five: Summary Conclusion
and
Recommendations 43
5.1
Summary 43
5.2
Conclusion 44
5.3
Recommendations 45
References
48
Appendices
49
LIST OF TABLES
Table 4.1 Sex
of the Respondents 27
Table 4.2 Age
distribution of the Respondents 28
Table 4.3 Qualifications
of respondents 28
Table 4.4 Working
experience of the Respondents 29
Table 4.5 Examining why some business organization
pay less attention to good filing system 30
Table 4.6 Examining whether or not some
business organization still use the
conventional method filing 33
CHAPTER ONE
INTRODUCTION
1.1
Background to the Study
In business
organization, one of the most important ingredients of effective filing is
record as it is “a raw material to opinion” for any record to be reached at any
time. It is needed there should be appropriate record.
According to Simplyo
(2010) records are the memory of any business organization in the form of
documents to preserve knowledge of acts, event, facts, or ideas. It may be a
written or graphic material related to business activities either in active use
or in storage for future reference such as administrative files, personnel
files, supply files, operational and fiscal files.
Records can be
classified as general or confidential files in a methodical manner for
preservation and ready reference.
Having the above
thought in mind, Charles (2013) says organizations establish filing systems to
accommodate the type of records then need to keeps those files need to be
regularly updated and accurate to maintain the integrity of the files. It’s
filing as become inherent as files records and information are in daily use
throughout the office.
Moreover, every
business or programs most address well-defined objectives which will add value
directly to the bottom line or toward the achievement of the organization goals
and objectives. Record management as an result of filing procedure and system
United State Environment Protection Agency (USEPA).
According to Educational
Technologies Office (ETO) organized noted that a good filing system is the
central record keeping system for an organization. It emphasized that filing
help to present and as organized, systematic, efficient and transparent. It
also helps all people who should be able to do so easily. It is always a
pleasure when someone looks for something and its easily found without
difficulty. Organization work in group so filing of document both incoming and
outgoing is paramount.
Given that records
should provide evidence of business activities and related records should be
kept together to aid the construction of context, file should be considered the
smallest mist of the record keeping system in themselves. Individual document
are variety as important as complete files in order that action are executed
responsibly and with regard to precedent and possible conservancies, all
relevant information should be at hand (source office of corporate and legal
affairs University College Cork (UCC 2014), a single office may create hundred
or thousands of files every year for
many reasons. It is appropriate that control are record can be exercised at a
level higher than individual files, this is the primary justification for a
filing system.
1.2
Statement of the Problem
The conventional style
of filing document in recent time has changed as filing systems tends to be
more scientific for record purposes, quick retrieval and proper document.
Aristotle (1992), the
great Greek philosopher believed that information is a raw material to opinion.
Information therefore is required for sound managerial decision making.
Documents have to be filed judiciously so as to promote appropriate planning an
increase that value of managerial capabilities. Since documents are protected
and prevented from missing in transit and can be refereed to it in future.
Despite all this, most
business organization are still facing some problem in locating document in
their offices which lead to inefficiency and ineffectiveness in managerial
decision making.
1.3
Objective of the Study
The objective of this
study is to:
1.
investigate why
some business organization pay attention to good filing system.
2.
examine if some
business organization still use the conventional method of filing.
3.
identify how
scientific method of filing can lead to quick retrieval of documents.
4.
determine the
effect of good filing return on managerial decision making.
5.
analyze the
impact qualified employee (personnel) have on proper filing procedures in
business organization.
1.4
Research Question
1.
How can some
business organization pay less attention to good filing system?
2.
How can
organization use the conventional method of filing in their business
organization system?
3.
How can
scientific method of filing lead to quick retrieval of document?
4.
What are the
effect of good filing return on managerial decision making?
5.
What are the
impact of qualified employee be analyzed on proper filing procedures in
business organization?
1.5
Statement of Hypothesis
1.
There is no
relationship between business organization and filing system.
2.
There is no
relationship between business organization and conventional method of filing.
3.
There is no relationship between
the scientific method of filing and retrieval of document.
1.6 Scope of the Study
This study examines the effect of good
filing system on business organization in Nigeria. The time frame is between
2009 – 2014 for the course of this study, the researcher used a high sample
size of 86 for effective survey using Auchi Polytechnic, Auchi as a case study.
1.7 Significance of the Study
At the end of this study, vital and
useful information would be provided on the effect of good filing system and
how it has enhanced efficiency and effectiveness in business organization.
The study will also help in the
identification of some of the hurdles and obstacles faced by business
organizations that still use conventional system of filing. It will also help
to identify the importance of qualified personnel (employee) in the proper filing
procedures in business organization.
Finally, the study would provide
business organization with the best way to achieve greater efficiency and
effectiveness in filing system in their organization.
1.8 Limitation of the Study
The scope of the study will be limited
to Auchi Polytechnic, Auchi to ascertain aspect of filing system in business
organization of filing, the importance of filing, effect of good filing system,
types of filing, filing equipments, indexing and microfilming.
1.9 Operational Definition of Terms
The underlets words are operational term
used in the course of this study.
Filing: It
is the process of sorting document or letter into appropriate groupings in
cabinets, drawers, etc for future reference purposes.
System:
Group of thing or part working together in a regular relation.
Organization:
Network of individual whose chief aim is to strive for a goal through a
hierarchy of positions.
Efficiency:
Producing a desired or satisfactory result.
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