Identifying The Consequences Of Inefficient Filing System In An Organisation

Project and Seminar Material for Secretarial Administration

Identifying The Consequences Of Inefficient Filing System In An Organisation


Abstract


The aim of this project is to find out the consequences to inefficient filing system in private business organizations. A case study of selected organization in Enugu.

The research work looked into the problem statement, which in essence was the previous and present problems of filing system and how the study is being carried out. The objective of the study was to identify the consequences of inefficient filing system of these selected organizations.

The population of the study constituted the senior staff of the organizations involved. The method of data collection was through the use of questionnaires. A total number of 100 questionnaires were printed, distributed, collected and analyzed using sample percentages the analysis reveal that, untrained personnel: The employee handling the filing system are not well trained and so cannot handle the filing system well.

Conclusion were drawn which had it that, it is necessary for the PRAODA to improve their filing system, so that it can achieve a better result in the this millennium.

Recommendations given were proper funding, creation of motives and incentives, Training in the use of current electronic devices, proper education and training to raise professionals in the field.


Chapter One


Introduction

1.1 Background of the Study

Many decades back, very little attention was given to information organization. Management had been mostly concerned with the proper application of management principles on resources to keep the organization going. But recently, there has been an overwhelming realization of the importance of information as the life-wire of any organization. Before any business is set up, there must be relevant information relating to that line of business and data has to be collected and evaluated to make sure that the business will be a viable one. So also strategies relating to that business line should be planned ahead of the commencement of the business if the business is expected to succeed.

Hence for better planning and good decision making management must have at their disposal, ready and accurate information. This great importance now placed on information has been necessitated by the ever-increasing scope of communication and the expanding size and complexity of today’s business environment. Much emphasis is now placed on information to all walks of life and in particular to business environment or resources as regards filing in an organization. Efficient filing system in an organization helps the management of such organization in taking or making timely and accurate decisions. Information, as defined by Ottih (1989) is data that has been processed in any way that is beneficial to the recipient.

Which means that data in its raw form has to be processed and shaped into useful information for managerial use. The act of data processing therefore is the collecting, classifying summarizing, reponting and sorting of information (Lyon and Ivancevich, 1976). The pieces of written fact relating to the running of the organization are what constituted its records. According to Johnson and Kallous (1974) filing system is an act that emerged with data processing and is primarily concerned with systematic handing and proper filing system of an organization from its creation to its final disposal.

Records keeping dates back to the early man when the act of writing began. Not having any need for much record to be kept, the early man kept records of very memorable events in caves, stone, wax parchments earthenware vessels. Some of these were also buried in the earth and dug up after several years. In cities of early civilization like Ancient Egypt and in the Roman days there came a realization of the convenience of arranging and keeping together in one place, all papers received from individuals of organizations people kept records of all purchases and sales of land and referred to them from time to time (Payne 1970).

The act of filing was seen in the Roman Empire when records were stung on threads. This was how the modern term “File” was derived from a latin word for thread , which is orderly arrangement of records that gave rise to the basic methods of filing (alghabetic, subject, chronological and geographical) that are found in existence today. With this also came the procedures of filing, which includes inspecting, coding, cross-referencing, sorting, and sorting. This enable the proper storage of records in a manner that allows for easy and speedy retrieval when needed.

Very few business ownership existed within this period and tread secrets within their heads and few legal documents. The emergency of various business ownerships and the increasing size and scope of operations have made people to be very much aware of happenings. Johson and kallaus (1974) had it that decades back when the early man really had no need for much records still. But recently, many organizations have grown in size and complexity to the extent that they are industrially revolutionized. In order to catch up with the ever-growing scientific business environment, organizations have towed a new path towards the development of machines and instruments to replace or enhence human manual dextenity.

So the modern office is undergoing some technological changes to meet the increased need for information storage. Over the years, a gradual technological development have been recorded in the area of filing system with a variety of office equipment introduced. With the application of this advancement to office, filing system answers to inquires can easily and quickly be given by more keying in some codes or commands to tract the required storage location to retrieve information stored there.

Human judgment is still required to direct the entire operation and put them into proper use. In agreement, Denyer (1986) has to say that it is not the equipment in use that determines a good result in filing system, rather the personnel who apply the system should be able to use them in a beneficial way to achieve maximum efficiency. Hence, for the achievement of higher productivity in office operations at a lower cost, there is the need the presence of adequate and capable records, personnel to ensure that they are not properly used.


1.2 Statement of the Problem

In most organization, the issue of good and efficient filing system has posed a lot of problems and challenges to them conferences, seminars, and workshops may have been organized in the past and recent times to enhance an efficient and accurate filing system, but more or less, it has not achieved completely the aims and objectives. No wonder whitehead (1975) stated that “the essence to having files in the office is to keep related documents together so that information contained in them can be produced with minimum delay”.

Consequently, now as then, the problems of finance, delay in filing, untrained personnel in the registry, lacks of motivations, no established procedure, and especially poor knowledge in the use of modern electronic equipment and many more have not eradicated the ugly and tasking problems in filing system hence this project


1.3 Objectives of the Study

Based on the above problems this work is therefore desiged to do the following:

  1. Identify the current system of filing in selected organization.
  2. Identify the problems of these methods
  3. Identify the consequences of inefficient filing.
  4. Identify the advantages of a good filing system.

1.4 Scope of the Study

The study was carried out in using the filing department of the following

  1. Projects Development institute (PRODA).
  2. Federal Training Centre (F.T.C.)
  3. Industrial Training Fund (I.T.F.).
  4. Aniuzo International Ltd.
  5. Standard organization.

Senior officers of this organizations were used for the study.


1.5 Research Questions:

  1. What are the methods used in the current filing system in selected organization?
  2. What are the problems militating against those methods in the current filing system in selected organization?
  3. What are the consequences of inefficient filing system?
  4. How can effective and efficient filing system help management in day-to-day administrative process?

1.6 Significant of the Study

This study will be of tremendous importance to different business

organizations in Nigeria specially these organizations used for the study, to impart desired skills on their staff as regards to filing system.

It will also be beneficial to the Federal government of Nation Nigeria to make healthy policies for the importation of modern equipment in filing system or for record keeping.

Similarly, the study will be very handy to different financial institutions to appreciate the maximal use of modern equipment for increased up-dating of filing system.

Finally, the study will be useful to anyone in the field of business management to the importance of filing system.


Chapter Five


Summary, Conclusion and Recommendation

5.1 Summary

In this study, our focus was on identifying the consequences of inefficient filing system in an organization using some selected organization in Enugu as a case study.The study specifically was aimed at highlighting the current system of filing in selected organization, identify the problems of these methods, identify the consequences of inefficient filing.

Identify the advantages of a good filing system. A total of 100 responses were validated from the enrolled participants where all respondent are drawn from senior officers of this organizations .


5.2 Conclusion

Based on the finding of this study, the following conclusions were made:

  1. The methods used in the current filing system in selected organization are filing by Subject/Category, filing by Places/Geographical order and filing by Dates/Chronological order.
  2. The problems militating against those methods in the current filing system in selected organization are failing to use equipment to full potential, lost production due to down time and security worries.
  3. The consequences of inefficient filing system is excessive amounts of time is wasted sorting through messy filing cabinets, files are misplaced, buried, and lost and communication between coworkers erodes.
  4. Effective and efficient filing system help management in day-to-day administrative process through better control, quality decision and legal compliance.

5.3 Recommendation

Based on the responses obtained, the researcher proffers the following recommendations:

  1. Organizations should adopt a simple filing system for ease of understanding and operation. A complex filing system will be difficult to understand and operate.
  2. All the file cabinets should be strategically positioned so that they could be easily reached by potential users.
  3. The system adopted should be capable of providing safety and security to the documents filed, especially confidential materials.
  4. The document control and filing systems policy should provide for the possibility of location of documents or records under different headings.
  5. Expansion possibilities: The system of filing should make room for future expansion when the volume of operation increases.
  6. Employees should classify based on identifiable characteristics, for example, the classification may be based on departments, sections or units. It may also be based on numbers or alphabets

5.4 Limitation of the Study

Like in every human endeavour, the researcher encountered slight constraints while carrying out the study. Insufficient funds tend to impede the efficiency of the researcher in sourcing for the relevant materials, literature, or information and in the process of data collection, which is why the researcher resorted to a limited choice of sample size. More so, the researcher simultaneously engaged in this study with other academic work. As a result, the amount of time spent on research will be reduced.

Moreover, the case study method utilized in the study posed some challenges to the investigator including the possibility of biases and poor judgment of issues. However, the investigator relied on respect for the general principles of procedures, justice, fairness, objectivity in observation and recording, and weighing of evidence to overcome the challenges.


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