Records and Filing Management
What the exam tests
Records and filing management tests the records life cycle, classification, filing and indexing methods, retention and disposal, and the control of digital records. Questions often give an office situation and ask you to choose a filing method.
Core rules and concepts
- The records life cycle is creation, distribution, use, maintenance and disposal.
- Classification may be alphabetical, numerical, chronological, geographical or by subject. Choose according to the way staff search.
- Common filing systems include vertical, horizontal, visible and drop filing. Electronic document management adds metadata, access rights and version control.
- Indexing is a guide to the location of a record; it is not the same as filing. Cross-references prevent duplicate files.
- A retention schedule states how long each record class is kept and what happens afterwards. Legal, administrative and fiscal needs must be checked.
- Confidential records need locked storage or restricted access, a issue register and controlled destruction.
Worked example
A school office receives 400 student applications. Reasoning: staff usually search by applicant name, so file the active applications alphabetically by name. Give each applicant a roll number and keep a numerical cross-index for permanent records. When the admission cycle ends, move unsuccessful applications to a separate series with a stated retention period. This gives fast name retrieval without losing the permanent number-based record.
Traps that cost marks
Filing by subject when staff search by name. Discarding records without a retention schedule. Treating indexing as filing. Forgetting cross-references. Leaving confidential files in open racks.