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PROJECT TOPIC: EFFECT OF GOOD FILING SYSTEM ON PRODUCTIVITY OF A SECRETARY (A CASE STUDY OF STAFF PERSONNEL IN FEDERAL POLYTECHNIC NEKEDE OWERRI)

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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.


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