Mo3- Organize and records Information.doc

Human Resource Management
Level - II
Based on March, 2022 (V-II) Curriculum Version I
Module Title: - Organize Office Records
Module code: LSA HRM2 M03 1122
Nominal duration: 100 Hour
Prepared by: Ministry of Labour and Skill
November, 2022
Addis Ababa, Ethiopia

Table of Content
Acknoledgment
Unit One: Supervise the Identification of types of information and commonly created
office records 8
1.1 Sources of Information 9
1.1.1 What is information? 9
1.1.2 Types of Information 9
1.1.3 Source of Information 10
1. 2 Collecting and recording information 12
1.3.1 Collating Information 13
1.3.2. Analyzing Information 14
1.4 Recording forms/reports in the correct format 15
1.4.1 Types of Records 16
I. Administrative Records 16
A. Policy Records: 16
B. Operational Records: 17
II. Legal Records 17
III. Fiscal Records 17
IV. Historical Records17
V. Research Records 18
VI. Electronic Records 18
Private and public:- other types of links 19
Self-check-1 22
Unit Two: Records management life cycle 24
2.2.1 Benefits of Rules and Regulations 27
Self-check-1 29
Unit Three: - Records keeping activities 30
Page 2 of 45 Ministry of Labor and Skills
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Self-check-1 34
Unit Four: - Filing procedures 37
4.1 Filing techniques 37
Storage of information 40
Operational sheet 1 43
Reference 44
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Acknowledgment
Ministry of Labor and Skills wish to extend thanks and appreciation to the many
representatives of TVET instructors and respective industry experts who donated their time and
expertise to the development of this Teaching, Training and Learning Materials (TTLM).
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Acronym
CE Communication Endpoint
CSR Customer Service Record
CUETA Connecticut Uniform Electronic Transactions Act
ER Equipment Record
HR Human Resource
HRM Human Resource Management
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Introduction of the module
Organize Office Records is one of the activities that practice by individuals or groups. A number
of information are takes place in a single organization that activity should be records and
organize in appropriate way and system.
This module designed to meet outcomes, skills, knowledge and monitors the quality of work
operations within an enterprise, supervise the Identification of types of information and
commonly created office records, monitor records management life cycle, Ensure records
keeping activities, Organize filing procedures
This module covers the units
 Types of information and commonly created office records
 Records management life cycle
 Records keeping activities
 Filing procedures
Learning Objective of the Module
At the end of this session, the trainees will able to;
 Supervise the Identification of types of information and commonly created office
records
 Monitor records management life cycle
 Ensure records keeping activities
 Organize filing procedures
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Module Instruction
For effective use this modules trainees are expected to follow the following module instruction:
1. Read the information written in each unit
2. Accomplish the Self-checks at the end of each unit
3. Perform Operation Sheets which were provided at the end of units
4. Read the identified reference book for Examples and exercise
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Unit One: Supervise the Identification of types of information and
commonly created office records
This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Sources of Information
 Collecting and recording information
 Collating and analyzing information
 Recording forms/reports in the correct format
 Identifying and using Communication link
 Receiving relevance information
 Disposing irrelevant information
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Identify source of information
 Understand Collecting and recording information
 Identify Collating and analyzing Information
 Recording forms in the correct format
 Identifying and using Communication link
 Receiving relevance information
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1.1 Sources of Information
1.1.1 What is information?
Attempts to answer the question ‘What is information?’ have, not surprisingly, occupied the
thoughts of information scientists for a long time: almost certainly since before the term
‘information science’ was coined in 1955. The lay person, asked to define information, is
most likely to regard it as: An item of information or intelligence; a fact or circumstance of
which one is told. This is just one of the many dictionary definitions of the wordA summary
of the concepts they consider is given below.
 Information as a representation of knowledge Information is stored knowledge.
Traditionally the storage medium has been books, but increasingly electronic media
are becoming important.
 Information as data in the environment information can be obtained from a range of
environmental stimuli and phenomena; not all of which are intended to ‘convey’ a
message, but which can be informative when appropriately interpreted.
 Information as part of the communication process meanings are in people rather than
in words or data. Timing and social factors play a significant role in the processing
and interpretation of information.
 Information as a resource or commodity information is transmitted in a message
from sender to receiver. The receiver interprets the message as intended by the
sender. There may be added value as the information is disseminated or exchanged.
Information is collected and recorded in accordance with organizational policy and
procedures.
1.1.2 Types of Information
Knowing what type of information you need will help you decide which sources to use.
There are four types of information:
Factual
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Factual information is information that solely deals with facts. It is short and non-explanatory.
The best place to find factual information is in reference books such as encyclopedias and
almanacs. You can also find it in governmental statistics such as the U.S. Census.
Example: Mount Magazine is the highest point in Arkansas.
Analytical
Analytical information is the interpretation of factual information. What does the factual
information mean? What does it imply? This is the type of information that researchers generate
in their studies. Analytical information is mostly found in books and journals.
Example: Based on crash statistics, Arkansas State Police designated the road as
dangerous.
Subjective
Subjective information is information from only one point of view. Opinions are subjective. You
can find subjective information almost anywhere factual information isn't. It is in books,
journals, websites and book reviews.
Example: I hate Arkansas' hot, humid summers!
Objective
Objective information is information that is understood from multiple viewpoints and presents all
sides of an argument. Reference books are a good place to find objective information.
Newspapers that have balanced and fair reporting are also objective. Opposing Viewpoints and
Facts on File are both great objective databases.
1.1.3 Source of Information
It is important to know what kinds of resources exist; otherwise you may not know to look for
certain kinds during your research. All information resources can be classified into three
categories: primary, secondary, and tertiary.
Primary Resources
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Is an original object or document - the raw material or first-hand information, source
material that is closest to what is being studied
Examples: literature, poems, speeches, letters, memos, personal narratives, diaries,
interviews, autobiographies, theses, dissertations, scholarly journal articles (research based),
some government reports, and symposia and conference proceedings
Secondary Resources
Work that analyzes, summarizes, interprets, reorganizes, or otherwise provides an added value to
a primary source.
Examples: books and articles that interpret or review research works, histories, biographies,
literary criticism and interpretation, reviews of law and legislation, political analyses and
commentaries, textbooks (may also be tertiary), edited works, dictionaries/encyclopedias (more
often tertiary), and bibliographies (more often tertiary).
Tertiary Resources
Source that indexes, organizes, compiles, or digests other sources.
Examples: dictionaries/encyclopedias (may also be secondary), almanacs, fact books,
bibliographies (may also be secondary), directories, guidebooks, manuals, handbooks, and
textbooks (may be secondary), indexing and abstracting sources.
The general sources of information
 Employees
 Administrators and leaders
 Accident/incident scenes
 Customers or clients
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 General public
 Individuals
 Information databases
 Local government
 Local media
 Schools
 Specific target groups - in the case of opinion polls and surveys
Information is collected and recorded in accordance with organizational policy and procedures
some of the organizational information is including;
 organizational procedures
 addressing public order/general community issues
 assisting in an investigation
 details of an incident or interventions
 locating a specific person
 location of customers and visitors
 opinion poll or customer survey
 progressing/supporting court hearings/matters
Data Collection Methods Used in Business Analytics
 Surveys. Surveys are physical or digital questionnaires that gather both qualitative and
quantitative data from subjects.
 Transactional Tracking.
 Interviews and Focus Groups.
 Observation.
 Online Tracking.
 Forms.
 Social Media Monitoring.
Recording information means the information added to a document at the time such document is
recorded, including but not limited to, the date and time of receipt of such document for
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1. 2 Collecting and recording information

recording, the name and municipality of the recording officer, and the book and page of such
document or other suitable indication of its location.
Contents of recording forms/reports are ensured to be complete, accurate, concise, legible,
understandable and in the correct format.
Recording is to write (something) down so that it can be used or seen again in the future; to
produce a record of (something).
Reporting: It is oral, written or computer based communication intended to convey information
 Communication links are identified and used within the organization to exchange
information
Collate information
Collation includes gathering, arranging, and annotating related information; drawing tentative
conclusions about the relationship of "facts" to each other and their signiﬁcance; evaluating the
accuracy and reliability of each item; grouping items into logical categories; critically examining
the information source.
Collate record and analyze information accurately to produce justifiable results. Verify the
analysis using accepted and valid techniques. Select type and range of data to be collected in line
with research plan, including primary and secondary sources.
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1.3.1 Collating Information

Figure 1. 3 Sample of collated and uncollected data
Information analysis is the process of inspecting, transforming, and modeling information, by
converting raw data into actionable knowledge, in support of the decision-making process.
Importance of data analyzed
Data Analysis is essential as it helps businesses understand their customers better, improves
sales, improves customer targeting, reduces costs, and allows for the creation of better problem-
solving strategies.
A step-by-step guide to the data analysis process
 Defining the question.
 Collecting the data.
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1.3.2. Analyzing Information

 Cleaning the data.
 Analyzing the data.
 Sharing your results.
 Embracing failure.
 Summary.
One of the key activities performed on information is data collection. Users can add Records
to a form. The correct permission levels must have been set for each user according to the
intention of the administrator of the database.
Records format
A recording format is a format for encoding data for storage on storage medium. The format
can be container information such as sectors on a disk, or user/audience information (content)
such as analog stereo audio.
Record form means inscribed on a tangible medium or stored in an electronic or other
medium and retrievable in perceivable form.
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1.4 Recording forms/reports in the correct format

Table1.1 Sample of employee record form
I. Administrative Records
Records which pertain to the origin, development, activities, and accomplishments of the agency.
These generally fall into two categories: Policy records and operational records.
A. Policy Records:
Records that relate to the organization such as plans, methods, techniques, or rules which the
organization has adopted to carry out its responsibilities and functions. These include three basic
categories.
1. Organizational Documents: budgets and budget planning records, fiscal records,
organizational and functional charts.
2. Governing Documents: manuals, directives, orders, and interpretations issued from top
authority levels, correspondence files of high-level officials, regulations, circulars,
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1.4.1 Types of Records

instructions, memoranda or regular issuances that establish a course of action, and staff
studies or special reports relating to methods of workloads and performances.
3. Reporting Documents: annual reports, periodic progress or summary reports, special
reports or accomplishment, transcripts of hearings, minutes of meetings and conferences,
and agency histories.
B. Operational Records:
Records necessary to implement administrative policies, procedures, and operations. The
operational value is the usefulness of a record in the conduct of an organization's business.
Examples include mandates, procedural records, or records that give direction.
II. Legal Records
Records of legal value include those with evidence of legally enforceable rights or obligations of
the State. These may include:
1. Records relating to property rights: land, probate, contracts, agreements, leases, licenses.
2. Records relating to citizenship rights: vital statistics, such as birth, death, marriage, some
legal proceedings, and criminal cases.
3. Records relating to employment: veterans' records involving legal rights attached to
employment, basic state personnel records, and, in some cases, payroll records.
4. Records containing information required to protect the State against claims or to enforce
statutes: executive orders, rules, regulations, and records to establish or support judicial
opinions and interpretations.
III. Fiscal Records
Records that have fiscal value relate to an agency's financial transactions. These may be budgets,
payrolls, vouchers, and accounting records. After records have served their primary
administrative purpose, it may be necessary to preserve them to document the expenditure of
public monies and to account for them for audit purposes and requirements.
IV. Historical Records
Records worthy of permanent preservation for reference and research purposes are selected for
deposit in the state Archives at the Connecticut State Library. These records are retained for
many uses. Public officials use archival records to protect the government, to give consistency
and continuity to their actions, to prevent duplication of efforts, and to find successful ways for
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solving recurrent problems. Records are also kept to protect citizens' legal rights and for research
in many fields to advance general knowledge and understanding.
V. Research Records
Records used in scholarly studies and investigations. Researchers want to extend human
knowledge using basic historical evidence. These records may include important information on
individuals, corporate bodies including their problems and conditions, and significant historical
events. Researchers may include case files and correspondence of a regulative and quasi-judicial
nature, statistical and other data on economic development, population changes, and/or major
movements in our society. Many of these records have informational, administrative, and
archival value.
VI. Electronic Records
The Connecticut Uniform Electronic Transactions act (CUETA) defines an electronic record as
"a record created, generated, sent, communicated, received or stored by electronic means,
including, but not limited to, facsimiles, electronic mail, telexes and internet messaging.
Electronic messages sent or received in the conduct of public business are public records.
Record Formats in the organization includes;
 Hand written and electronically based reporting styles
 Use of organization’s information system
 Employee log books
 Letters, plans and reports
1.5 Identifying and using Communication link
1.5.1 Communication links
Communication link means a connection between a hypertext and graphical element, and one or
more items in the same or different electronic document wherein upon clicking on a hyperlinked
item, the user is automatically transferred to the other end of the hyperlink which can be another
electronic record or another website or application or graphical element.
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In a telecommunications network, a link is a communication channel that connects two or more
devices for the purpose of data transmission. The link may be a dedicated physical link or a
virtual circuit that uses one or more physical links or shares a physical link with other
telecommunications links.
A communications link is the communications channel that connects two or more
communicating devices. This link may be an actual physical link or it may be a logical link that
uses one or more actual physical links.
1.5.2 Types of communication links
Point-to-point:- A point-to-point link is a dedicated link that connects exactly two
communication facilities (e.g., two nodes of a network, an intercom station at an entryway with a
single internal intercom station, a radio path between two points, etc.)
Broadcast:- Broadcast links connect two or more nodes and support broadcast transmission,
where one node can transmit so that all other nodes can receive the same transmission. Classic
Ethernet is an example
Multipoint:- multipoint link is a link that connects two or more nodes. Also known as general
topology networks, these include ATM and Frame Relay links,
Point-to-multipoint:- A point-to-multipoint link (or simply a multipoint) is a specific type of
multipoint link which consists of a central connection endpoint (CE) that is connected to multiple
peripheral CEs. Any transmission of data that originates from the central CE is received by all of
the peripheral CEs while any transmission of data that originates from any of the peripheral CEs
is only received by the central CE.
Private and public:- other types of links
 Private and public:- A private link is a link that is either owned by a specific entity or a
link that is only accessible by a specific entity.
 A public link is a link that uses the public switched telephone network or other public
utility or entity to provide the link and which may also be accessible by anyone
Direction of links
Uplink:- An uplink is that part of the communication link where signals from an earth terminal are
sent to a satellite or some other type of airborne platform, hence the "up" portion of the term
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Downlink:- used in radio communications and satellite communications to denote the link from the
network to the end user or from the satellite to the earth. It is a telecommunications link for signals
coming to the earth from a satellite, spacecraft, or aircraft.
Forward link:- The transmission from a base station to a mobile phone. The reverse link is from the
mobile phone to the base station.
Reverse link:- (sometimes called a return link) is the link from a mobile user to a fixed base station.
1.6 Receiving relevance information
Relevant information
Relevant information is data that can be applied to solve a problem. This is a particular issue
when determining the format and content of an entity's financial statements, since the proper
layout and level of detail of information can adjust the opinions of users regarding the future
direction of a business.
Evaluating information encourages you to think critically about the reliability, validity,
accuracy, authority, timeliness, point of view or bias of information sources.
Sources to identify relevant information
 Census data.
 Institutional records.
 Private correspondence.
 Oral testimony.
 Research diary.
 Original datasets
 Reports.
 Dissertations.
Assess relevance of information
Accuracy: The reliability, truthfulness, and correctness of the content.
 Where does the information come from?
 Are there other sources that verify the information? Is it supported by evidence?
 Has the information been reviewed or refereed?
 Does the language or tone seem unbiased and free of emotion?
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1.7 Dispose irrelevant information
Data disposal policy
Data destruction policies can be implemented by destroying or overwriting all devices and media
no longer used by an organization. A company should ensure that each employee is educated on
the company's data destruction policy.
Relevant data
If you say that something is irrelevant, you mean that it is not important to or not connected with
the present situation or discussion.
Sometime, a problem may contain information which is either not needed at all to solve the
problem, or needed but only if the problem is to be solved in the slowest of ways. Regardless of
the case, irrelevant information can be misleading and confusing. If we are able to identify it
when choosing a solution strategy, we are one step closer to getting the problem right.
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Self-check-1
Test-I Multiple Choose
Instruction: select the correct answer for the given choice.
1. Which one of the following is source of information?
A. Employees B. Administrators and leaders
C. Customers or clients D. General public E. All of them are answer
2. Which one of the following exclude in types of information?
A. Subjective B. Analytical
C. Objective D. Factual E. None of them are answer
3. Which one of the following correct of information?
A. Information as a representation of knowledge Information is stored knowledge
B. Information as a resource or commodity information is transmitted in a message from
sender to receiver.
C. Information as part of the communication process meanings are in people rather than
in words or data
D. Collected and recorded in accordance with organizational policy and procedures
E. All of them are answer
4. Which one of the following possible to identify relevant information?
A. Census data B. Corrupted documents
C. Institutional records. D. Private correspondence
5. What is assessing the information in case of correctives?
A. Accuracy B. Timeliness
C. Content D. Truthfulness
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Test-II Matching
Instruction: Match the correct answer from B column to A column.
“A” “B”
1. Primary data A. Policy records
2. Secondary data B. Speeches, letters
3. Communication link C. Observation and forms
4. Types records D. Summarize and letters
5. Data collection method E. Mixed type of data
F. Broadcast
Test-III
Give short answer for the following questions.
1. How to disposing irrelevant data.
2. Discuss about record formats in the organization.
3. Discuss about data analyzes mechanism.
4. Discuss about communication link.
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Unit Two: Records management life cycle
 Record life cycle procedural management
 Understand organizational rules and regulations
 Make and mark office records
Disposing irrelevant information This guide will also assist you to attain the learning outcomes
stated in the cover page. Specifically, upon completion of this learning guide, you will be able
to:
 Elaborate records life cycle; from creation to disposal for procedural records
management
 Understood organizational rules and regulations to transfer records from one cycle
to the next
 Make identification and markings on office records
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2.1Recording life cycle procedural management
Record life cycle
A record life cycle refers to how long a record is kept, what actions should be taken (if any) as
the record progresses through various stages of retention, and what is done with the record when
reaches the end of its life cycle.
A basic concept in Records Management is the records life cycle. The life of a record goes
through phases starting from when it is created or received by the Agency, through to its
use, maintenance and temporary storage before finally being destroyed or archived permanently.
2.1.1 Stages of record life cycle
Creation: The first phase of the records life cycle involves records being created, collected or
received through the daily transactions of the Business Unit, School, Preschool or Regional
Office and can include printed reports, emails or even phone messages, documents that detail the
functions, policies, decisions or procedures of the agency.
Maintenance and use: The next phase of the life cycle is the maintenance and use of the
record. This can include filing, retrieving, use, duplication, printing, dissemination, release or
exchange of the information in the record.
Disposition: At the disposition phase records are assessed to determine their retention value
using general disposal schedules or Records Disposal Schedules. This leads to either the
preservation or destruction of the record.
Preservation: When a record has been determined to be of permanent value to the Agency
and/or Community then it is transferred to State Records of South Australia for permanent
archiving and preservation.
Temporary Storage & Destruction: If a record still has ongoing value to the Agency it will be
temporarily stored either onsite at the agency or offsite with an approved service provider such
as recall. When the retention date of these records is reached, permission will be sought from the
agency and State Records for their destruction.
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Figure:- 2.1Disposal life cycle of record
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2.1.2 Types of Records
The following sections will provide general guidance on the disposition of 4 types of records:
 Temporary records.
 Permanent records.
 Unscheduled records.
 Records on legal hold.
Records include books, letters, documents, printouts, photographs, film, tape, microfiche,
microfilm, Photostats, sound recordings, maps, drawings, and a voice, data, or video
representation held in computer memory.” Records are retained for administrative, financial,
historical, or legal reason.
2.2 Understand organizational rules and regulations
Organizational Regulations means the organizational regulations of the Company as in effect
upon the Closing Date and attached hereto as exhibit and as amended from time to time in
accordance with the Articles and this Agreement.
Regulations and rules are pretty close to the same thing. A regulation is a bit more formal than a
rule – it prescribes the required conduct or action exactly; Rules are also binding, but, by
contrast, describe what is generally considered to be the proper course of conducted.
2.2.1 Benefits of Rules and Regulations
Following rules and regulations help employees understand what is expected of them and what
will happen if they violate the rules. It makes for a stable office environment where people feel
safe to come to work, to be themselves and to go about their business
In the most basic sense, the benefits of rules and regulations in business are that they protect
the company. By protecting employees, you protect the company from lawsuits. Following
rules and regulations help employees understand what is expected of them and what will
happen if they violate the rules. It makes for a stable office environment where people feel safe
to come to work, to be themselves and to go about their business. The result is less turnover,
more teamwork and higher company morale.
For the company, bottom line is profit. It costs money to recruit and onboard new people.
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Lack of innovation or inefficiency results in slower production times, thus lower revenues.
Company morale has a direct effect on employee performance, as well. Happier employees
don't call in sick as frequently or come in late. People who feel safe at work will speak with co-
workers to resolve problems faster and more effectively. So, by having everyone follow
properly communicated rules and regulations, the team does better; thus, the company makes
more money.
2.3Making and marking office records
The mark on a record is temporary, and disappears when the current session ends. The Mark
method is valid for the specific record instance/variable, and not shared between all variables of
the same record type in a session.
You can use the marked only (Record) Method to activate a special filter where your view of the
table includes only records marked by the Mark (Record) method.
Self-check-1
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Test I. True false items
Write true for the correct answer and false for incorrect answer.
1. A regulation is a bit more formal than a rule – it prescribes the required conduct or action
exactly.
2. A record life cycle refers to how long a record is kept.
3. Creation the last phase of the records life cycle involves records being created, collected
or received through the daily transactions of the Business.
4. Records are no more important for office.
Test-II Matching
Instruction: Match the correct answer from “B” column to “A” column.
“A” “B”
1. Maintenance and use A. Action to preserve the data
2. Creation B. The act of dispose
3. Preservation C. filing, retrieving, use
4. Temporary storage and destruction D. Types of recording
5. Disposition E. The first phase of record life cycle
F. recording of data onsite and out site
Test-III
Give short answer for the following questions.
1. List and discuss types of record.
2. Discuss about record life cycle.
3. Discuss about benefits of record rules and regulations
4. Show the procedure of record life cycle.
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Unit Three: - Records keeping activities
 Prepare records keeping equipment
 Proper filing procedures
 Saving and securing work spaces recording.
to:
 Identify and prepare records keeping equipment and supplies according to existing
standards
 Determine proper filing procedures
 Ensure safe and secure recording work spaces
3.1 Preparing records keeping equipment
3.1.1 Record Equipment
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Recording equipment means any device used for the purpose of recording whether it be
analogue, digital or other means of recording, including but not being limited to computers, cell
phones, voice recorders and cameras.
An Equipment Record (ER) similar to a Customer Service Record (CSR) that's available in
domestic porting. It's a document that holds all the information needed to get a port submitted
and confirmed cleanly.
The following equipment’s are used to record keeping:
 File cabinets
 Shelves
 Scissors
 Computers and its supplements such as printers, scanners, digitizers, etc.
 Audio-tape recorders
 Authorization, storage and filing of tapes/film, original and duplicates
 Basic fingerprinting equipment
 Video cameras and recording equipment be modified for use by people with a disability
Equipment’s need to supplies to preparing record
'Supply' is the flow of resources used to satisfy a demand, such as materials, labor, information
and skills – from a supplier to a user or consumer. Equipment supply – for instance business
sense – is the flow of equipment from a supplier aim of facilitating the work process; Examples ,
folders, Markers, ink, all types of paper, log books, stamps etc.
3.2 Determining proper filing procedures
Filing means keeping documents in a safe place and being able to find them easily and quickly.
3.2.1 Importance of filing
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Put simply, an effective filing system protects documents from possible loss or damage. In
physical terms this means folders for separation and adequate filing cabinet infrastructure.
Digitally this means backed up storage that is adequate in size for the files in question.
The purpose of filing is to locate filed documents easily. They are readily available for use as and
when needed. Documents are needed for reference purposes. They are also needed to provide
legal evidence in case of disputes.
3.2.2 Filing Procedures
There are 5 methods of filing:
 Filing by Subject/Category.
 Filing in Alphabetical order.
 Filing by Numbers/Numerical order.
 Filing by Places/Geographical order.
 Filing by Dates/Chronological order.
3.2.3 Effective File Management
The following are effective file management
 Avoid saving unnecessary documents.
 Follow a consistent method for naming your files and folders.
 Store related documents together, whatever their type.
 Separate ongoing work from completed work.
 Avoid overfilling folders.
 Organize documents by date.
 Make digital copies of paper documents.
3.3 Saving and securing work spaces recording.
Store confidential information safely
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Perhaps the most important aspect of a protection management programmed is to securely store
trade secrets in places where access is allowed under authorization, such as archives, safes or
other appropriate locked room’s only personnel needing to know it should have access to the
information.
Electronically stored information should be technologically protected. At least two security
measures should be executed: Use of passwords to access the system, and regular change of
passwords
Importance of saving records
The following are importance of saving records:
 Avoid saving unnecessary documents.
 Follow a consistent method for naming your files and folders.
 Store related documents together, whatever their type.
 Separate ongoing work from completed work.
 Avoid overfilling folders.
 Organize documents by date.
 Make digital copies of paper documents.
Steps You Can Take to Secure Records at Your Company
1) Lock everything down.
2) Install fire and security alarms.
3) Limit access to your critical records.
4) Label all records, files and cabinets appropriately.
5) Conduct regular audits.
6) Destroy your records securely and document when you do.
Importance to store written records in a safe and secure location
This generally ensures records can be recovered if something unexpected happens, for example,
theft, flood or fire. Reconstructing business and tax records can be time consuming and
costly. To minimize the risk of damage or loss: store your business records securely and safe
from theft, fire or flood damage.
Importance of records security
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November, 2022

Protecting business records ensures the information they contain is available any time it is
needed, and also speeds recovery from an unplanned disruption.
Self-check-1
Test I. true false items
Write true for the correct answer and false for incorrect answer
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November, 2022

1. Protecting business records ensures the information they contain is available any
time it is needed, and also speeds recovery from an unplanned disruption.
2. The purpose of filing is to unallocated filed documents easily.
3. File cabinet and shelves are used to record keeping.
Test-II Multiple Choose
1. Which one of the following including in effective file management?
A. Follow a consistent method for naming your files and folders.
B. Store related documents together, whatever their type.
C. Separate ongoing work from completed work.
D. Avoid overfilling folders.
E. All are answers
2. Which one of the following equipment’s is used to record keeping?
A. Computers and its supplements such as printers, scanners, digitizers,
B. Authorization, storage and filing of tapes/film, original and duplicates
C. Basic fingerprinting equipment
D. Video cameras and recording equipment be modified for use by people
with a disability.
E. All are answers
3. Which one of the following correct about saving records?
A. Avoid saving unnecessary documents.
B. Follow a consistent method for naming your files and folders.
C. Store related documents together, whatever their type.
D. Separate ongoing work from completed work.
E. All
Test-III
Give short answer for the following questions
1. List and discuss about filing procedures.
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November, 2022

2. How ensure records are secure?
3. How to Store confidential information safely?
4. What are equipment records?
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November, 2022

Unit Four: - Filing procedures
 Filing techniques
 Types of filing techniques.
to:
 Elaborate alphabetic, numeric, alpha-numeric, geographic, subject, mixed, etc.
filing techniques.
 Apply different types of filing techniques
4.1 Filing techniques
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November, 2022

Filing is the act of arranging some important documents in a readable and organized manner so
that they can be referred to quickly and located in a short span of time without a lot of searching.
The following are different types of filling techniques.
 Filing by Subject/Category.
 Filing in Alphabetical order.
 Filing by Numbers/Numerical order.
 Filing by Places/Geographical order.
 Filing by Dates/Chronological order.
Subject/category filing:- is a variation of alphabetic filing, which is the arrangement of
records by topics or categories rather than by person or business names. Numeric filing
systems arrange records by number. It is an indirect access system because an index to the
files must be used to retrieve information.
In a subject classification, all letters and documents relating to a subject are arranged in the
same file. A separate file is maintained for each subject. The files can also be arranged
alphabetically. For example, Accounts, Audit, Bonus, Customers, and the like.
Records are sorted according to the subject matter and filed alphabetically. This allows
information on the one topic or subject to be easily located.
Alphabetical filing:- is a method in which files and folders are arranged in order of
alphabets of the names of person or institution concerned with such file. It may be done
using either the first names or surnames, but whichever is chosen must be consistent
throughout the particular filing system.
Alphabetic systems are the most natural and common method of arranging files. However,
even the simplest alphabetic system requires establishing, filing standards, including written
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November, 2022

filing procedures, cross-reference methods, and practices for filing duplicate name changes,
etc.
Alphabetic filing is a fundamental way to organize documents that allows you to quickly
store, access, and manage your personal and business files. By implementing alphabetical
filing in your life, you will ensure all documents are protected and readily available. There
are many rules on how to file alphabetically in English to preserve a sensible filing system.
Luckily, it's simple to get started with new documents and still is not a difficult change to
make if you need to reorganize.
Alphabetical the most commonly used method of filing, the alphabetical system places files in
alphabetical order according to the customer or business name, e.g. the telephone book. There
are a number of rules to remember when using the alphabetic system.
 Disregard ‘joining’ words and titles such as “and”, “the”, “&”, “Mr”, “Sir”, “Dr”, “Miss”
etc
 Hyphenated or compound names are treated as one word.
E.g. Jones-Smythe and van der Lynden are both indexed as one word.
 Initials come before names (in filing ‘nothing comes before something’). E.g. B
Thompson would be filed ahead of Brian Thompson.
 Company names are treated in the order they are written, except if they contain a family
name. E.g. Both Grace Bros and Robert E Grace & Sons are filed under ‘Grace’, but
Robert would be filed under ‘Robert’.
 Abbreviations are treated as if the word was written in full.
St is indexed as Saint, Ltd as Limited. This means that St and Saint Entries are treated as
if spelt the same way, and inter sorted. Mac and Mc are also inter sorted. E.g. J
McDonald would be filed ahead of John MacDonald.
 Numbers which are part of a business or company name are regarded as though spelled.
E.g. 24-7 is indexed as twenty four seven.
Note: Computer filing systems will usually sort numbers before letters and would file 24-
7 before the ‘A’ entries in a database listing.
 Example of alphabetical filing order of the modern ISO basic Latin alphabet is: A-B-C-
D-E-F-G-H-I-J-K-L-M-N-O-P-Q-R-S-T-U-V-W-X-Y-Z. An example of straightforward
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November, 2022

alphabetical ordering follows: As; Aster; Astrolabe; Astronomy; Astrophysics; At;
Ataman; Attack; Baa
Filing rules can vary between organizations so staff should always check the procedures and
rules at a workplace.
Numerical
Each file or piece of information is filed in number order from lowest to highest and according
to:
 the number on the document e.g. Tax Invoice number
 the customer number, account number or membership number
 another numbering system e.g. Dewy decimal system used in libraries
Numerical systems are usually an indirect method of filing and need to be cross-referenced to an
alphabetical index. E.g. an alphabetical list of customer names showing their account number.
Alpha-numeric systems combine both letters and numbers in a file reference number.
Geographical
Information is indexed alphabetically according to geographical location. Australian States and
Territories are indexed first, followed by the city, town or suburb, then other appropriate
information, e.g. customer name.
Key word
A particular word is used as the subject classification and specific descriptors are also allocated
to further classify the information. Keyword systems are usually used in large organizations
where the keywords are specifically designated.
Chronological
Chronological filing is used in conjunction with other filing methods and involves sorting
records according to their date. In a client file for example, correspondence would be filed with
the most recent on top. Copies of purchase orders would be filed with the most recently sent
order on top.
Storage of information
A. Forms of paper based storage
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November, 2022

Filing cabinets 3-drawer, 4-drawer, 2-drawer
Flat flat box file, horizontal plan file
Lever arch Binder
Suspension folders hanging files
Shelving lateral cabinets, compacts
Rotary storage Double sided sections of shelving on a rotating base inside a
cabinet, to enable access to both sides of that section of shelving
by rotating it 180 degrees.
B. Forms of electronic storage
Database For example, using Microsoft Access or Works
Computer files For example, using Microsoft Word or Excel files on hard or
floppy disk
Email For example Hotmail or Yahoo
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November, 2022

Self-check-1
Test I. True false question.
Write true for the correct answer and false for incorrect answer
2. Chronological filing is used in conjunction with other filing methods and involves
sorting records according to their date.
3. A-B-C-D-E-F-G-H is the example of numeric filing order.
4. Category filing is a variation of alphabetic filing, which is the arrangement of
records by topics or categories rather than by person or business names
Test II. Matching
Instruction: Match the correct answer from “B” column to “A” column.
“A” “B”
1. Paper based storage A. Index accordingly location
2. Electronic storage B. Arrange record by number
3. Numerical filing order C. Filing cabinet
4. Geographical filing order D. Arrangement of records by topics
5. Subject/category filing E. Computer file
F. Arrangement of alphabet
Test-III Give short answer for the following questions
1. What is filing system?
2. Define subject/category filing order.
3. Define alphabetical filing order.
4. Define numbers/numerical filing order.
5. Define places/geographical filing order.
6. Define dates/chronological order.
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November, 2022

Operational sheet 1
 Operation title: Record and filing
 Purpose: To practice and demonstrate the knowledge and skill required in record and
filing employees of the organization
 Instruction: Use the given table below for this operation you have given 1day and you
are expected to provide the answer on the given table sample.
 Tools and requirement:
1. Paper
2. Ruler,
3. Pen
 Precautions: Prepare first draft before you fill on the last format
 Procedures in doing the task
Write name of the employee, sex, age, educational level, marital status, work
experience, department and position.
Recording sheet
No Name sex age Educational
level
Marital
status
Work
experience
Department Position Remark
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November, 2022

Reference
1. https://library.adhl.africa/bitstream/handle/123456789/2145/module1.pdf?
sequence=5&isAllowed=y
2. https://economyinformatics.ase.ro/content/EN2/ciora.pdf
3. https://inside.southernct.edu/records-and-info/rim-in-ct/types-of-records
4. https://www.wisconsin.edu/compliance/landing-page/general-schedules-and-
records-management-services/fundamental-activities-of-records-management/
5. https://www.lawinsider.com/dictionary/equipment-records
6. https://www.etu.org.za/toolbox/docs/admin/filing.html
Participants of this Module (training material) preparation
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November, 2022

N
o
Name Qualificati
on (Level)
Field of
Study
Organiza
tion/
Institutio
n
Mobile
number
E-mail
1 Abubeker
Endris Hussen
MA TVET
Leadershi
p and
Managem
ent
Adadale
P.T.C
0913183958 abuamar341@gmail.c
om
2 Gosa Abebe
Debela
B.A. Degree Business
Managem
ent
Bishoftu
P.T.C
0911015999 gosbex@gmail.com
3 Seid Mohamed
Abdi
M.B.A Master of
Business
Administra
tion
Jigjiga
P.T.C
0910092321 seidm6363@gmail.c
om
4 Teshome Shibre
Meshesha
MBA Master of
Business
Administra
tion
Woliso
P.T.C
0931310477 teshome05shibre@
gmail.com
Author/Copyright
November, 2022

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