CHAPTER ONE

INTRODUCTION

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.

1.3.    PURPOSE  OF THE STUDY

The purpose of this study is  to  survey  the  filing systems  and classification in use  in the senior  staff personnel Department  of the Federal Polytechnic Nekede,  Owerri.

The study  will specifically  attempt  to:

v    Identify the type of  filing  classification adopted  by  senior staff  personnel  Department  of the Federal polytechnic Nekede, Owerri.

v    Identify the personnel  involved  in  handling office  filing  in the  department.

v    Identify the filing equipment  used  in  the  department.

v    Determine  the extent  to  which  the effect of good  filing  system and classification  has enhanced  the  productivity  level  of staff   of the  department.

v    To determine  the efficiency  and  effectiveness  of the system  and classification in  use.

1.4   RESEARCH QUESTIONS

The following research questions were designed based on the objectives to enable the researcher achieve the purpose of the study.

1.                   What  is the level of efficiency and effectiveness of the good filing systems and classification in the Personnel Department of the Federal  Polytechnic Nekede, Owerri.

2.                   To what extent has the filing system and classification enhance the productivity of a secretary.

3.                   What type of filing equipments are used in one productivity of a secretary.

4.                   who are the personnel involved in handling office filing in the productivity of a secretary by the personnel department of federal polytechnic Nekede Owerri?

5.what type of filling system is adopted by the personnel department federal polytechnic nekede, owerri.

1.5. SIGNIFICANCE OF THE STUDY

The study will be of benefit  to the  personnel department since  it will  throw light  on  their survey of filing systems and classification with a  view  of getting  them to improve  and adapt  to changes.

The study will be beneficial to the students of the Federal  Polytechnic Nekede, Owerri since it will enable them  know the filing systems  and classification  in use and  to ascertain which filing systems  to adapt  in a situation.

The study will also be of benefit to the department  of Secretarial Administration because it will enable  them  to adapt  to the  most  suitable  filing systems  so as to enhance quick retrieval  of information.

1.6      SCOPE  OF THE STUDY

The scope of this study is a broad one but it centers on the Personnel Department  of the Federal Polytechnic  Nekede, Owerri.

The scope of this study will help in the Personnel department to  file documents  efficiently  and  effectively for  easy retrieval. 

It  will  also  help  the Personnel to know or  identify  the  type of filing systems and classification  in use  in the  Personnel Department of the Federal Polytechnic  Nekede. 

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