The survey of good filing system and classification is one that has got to do with a classification in use in the personnel department of federal polytechnic Nekede Owerri. In an office where there is no good filing system and classification, it is bound to fail in its dealings within and outside the organization. The survey of filing system is very significant and cannot be over emphasized in terms of records filing. It is easier to refer to a particular document at nay point in time especially when documents are properly filed. A faulty filing classification will make the record keeping of an organization to be a very tedious job just because the information are no readily handled and also available.
1.1. BACKGROUND OF THE STUDY
In spite of the much talk of the paperless office, a considerable amount of information is stored in hard copy (i.e paper) form. This is because people still prefer to see information on paper. In our offices today, the large number of information being received daily is stored in a safe place rather than being thrown away. This however, is because the information coming into our offices will also be needed in the future. Furthermore, a large number of papers and documents cannot be received and handled without proper arrangement(s). In an organization where documents are not filed, the average office worker spends more time than is necessary in searching for documents, which he/she cannot even locate. Meanwhile, since the emergence of the filing documents are now always handy and readily available in our office today and time which have been wasted in looking for such documents therefore, does not only save time but makes the retrieval of information in the offices very easy and less demanding.
Moreover, modern organizations do not rely on the memory of its functionaries. According to Ahukannah (2002). A record of all the activities of the business must be kept. Personnel matters, sales figures, balance sheets, progress of work, cash flow, bank accounts, incoming and outgoing mails must be documented. All information received by the office on behalf of the organization must be properly recorded. It is the function of a filing staff to record, keep and retrieve all useful information, which the organization may need from time to time. Documents are filled in order to retain them in good condition, for record purpose and to survey them for effective, detailed investigation of information management for easy retrieval. Effect of good Filing enables the organization to handle correspondence properly and with minimum delay. Filing also provide materials, which are tendered as evidence in law courts. It ensures adequate protection of documents against theft, and damages.
According to Cray Forth (1997), an office without a good effect of filing systems and classification is bound to fail its dealings within and outside the organization. Therefore, the importance of a record filing systems and classification cannot be over- emphasized. When documents are properly surveyed and filed, it makes it easier for one to refer to a particular document at any point in time.
Though according to Elendu,(1995) a faulty survey of filing systems and classification makes the record keeping of an organization a tedious job because the information’s are not readily handy and available. Without proper filing, documents used in the organization may become rumpled and untidy and this will not represent the best interest of the organization to its public. A misfiled document or misplaced file can cause havoc and in certain circumstances have potentially disastrous results, especially with the huge amount of information now being required by organizations. If files are not well classified, it makes it difficult if not out– rightly impossible for the documents to be retrieved. Besides, if a survey of good filing systems and classification is faulty, previous time is wasted in searching for documents. A good effect of filing systems and classification of fillies helps for easy reference and minimizes misplacement of documents.
1.2 STATEMENT OF THE PROBLEM
The statement of the problem is an indisputable fact that a good effect of filing systems and classification in the productivity of a secretary is necessary for the efficiency and effectiveness of the personnel department since the department has a place in virtually every establishment or organization. Nowadays, organization has become complex with modern changes in technology. Administration responsibilities are posed with challenges from all quarters. As a result, the secretary as a partner of the executives is not left out. Similarly, the secretary is held to have a versatile knowledge of all what it takes to achieve the objective of the organization especially as it relates to handling of documents and visitors.
However, the secretary in this instance, has to possess the skill of written and oral communication. Besides, files are to be kept in order both efficiently and effectively too for easy retrieval in order to enhance the productivity level of staff of the department, to identify the type good filing system and classification in use in the personnel department of the federal Polytechnic Nekede, Owerri because in the past, documents are not filed effectively and that has led to misplacement of files.