FILES/ DOCUMENT

Filling of document or file:Is a process of arranging, indexing and keeping record so that they can easily be located or obtained when needed.

File:It is an assembly of document kept together because of their relationship .

TYPES OF FILES

1.   Administrative files: these are internal keeping files or subject for running day to day to the business of an office or organization.

2.   Operation files: these are files on police instruction and procedures

3.   Case files: particular instance file that related to a specific person, place or subject a rising from the application of police and procedures on particular or specific case or issue.

FUNCTION OF FILES

1.   Documenting Decision

2.   Telling a story

3.   Documenting a particular activity or subject

REASONS FOR FILLING RECORDS

1.   Keeping  them clean and tidy

2.   Keep them in their original state

3.   Make them available and easy to retrievable

4.   Keeping them for research purpose and also for reference purpose

5.   Protecting them from being damage

COMPONENT OF FILE

1.   Cover/jacket well printed

2.   Space of file title

3.   Indexing heading keyword

4.   Space for file period/ date for opening and closer office

5.   A making grid

6.   Minute sheet

PROCEDURE OF FILE

1.1   Pick out those letter which guate office reference number underline the number to simplify the retrival

2.   Then pick out those letter which do not guote reference number and consult the files index to get the files. Other procudere are:

a)   Place every in it’s appropriate file

b)  Ensure each letter is in the right  files

c)    Remove the file movement card from the file

d)  Punch a hole on the top left hand

e)   Secure the letter into the files with a tag

f)     Write the next folio of the top right hand Conner and encircle with blue ink

g)   An enclosure should bear the same folio number

h)  Cross reference the letter if necessary

i)      Fill the transit ladder- first four column

j)      Fill the file movement card

k)   Send file for action