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IMPACT OF EFFECTIVE FILING SYSTEM IN ORGANIZATION

CHAPTER ONE

INTRODUCTION

1.1 Background of the Study

Effective management of organizational documents and records is crucial for efficiency and compliance with regulatory standards. A well-implemented filing system ensures that information is easily accessible, reducing operational bottlenecks and enhancing productivity.

Business organization in the world cannot survive without keeping its record without proper record is essential for the continued existence and successful operation of the organization. In today’s business, important decisions and policies are based upon the availability and up-to-date information through proper and effective filing of documents. The risks are too great for the executive decisions to be based upon hear-say or rumors therefore, a business man cannot hope to remain in a field that is competitive without a comprehensive and sufficient information system.

A sole business has little need for filing as the information is either booked or recorded in his mind. However, as the business grows into partnership into public limited company, there will be increase on the volume of paper. The modern office is defined with various documents in forms of letter, sales of bulletin orders, way bills, wages record, delivery note, remittance, cheque, statements of account, or received from credited customers and governments’ agencies. Most of these records may be requiring in future for references. If these records are not properly kept, it may be difficult to get them when they are needed for any action. As every organization received and sent out great deals of correspondence every day, these documents are kept where they can be in the future through the process of filing. Communities of modern days rely greatly on filing.  It is important for business, social clubs or activities government.

Filing is the activity relating to the organization and which are kept for future purpose. They are predicted for the continued and successful operations of firms. The keepings of file are memory of an organization. It is followed by terms, which bore an important filing, find it impossible to continue operating. More so, an organization that overlooked the importance of filing system will disorganize and get crumble for example, developed countries like USA, UK, to mention just few of them could attach their development to onward improvement upon what has been achieve in times past rough ages by being able to handle the kings and scribes, applications of machine and equipment data management and improvements on them. It is therefore imperative for any organization to take a very good care of its record by grouping them as they are produced daily, weekly, and monthly and so on, into different categories according to the needs of their preservation. As a result of the above, the sufficient of running of an office depends widely in the existence of a good and effective filing system manned by competent staff and aided by s good indexing system through the use of files.

1.2 Statement of the Problem

Many organizations struggle with inefficient filing systems that lead to lost documents, delays in decision-making processes, and increased operational costs. This study aims to address these challenges by evaluating the impact of an effective filing system on organizational performance.

1.3 Objectives of the Study

The main objective of this study is to determine the impact of an effective filing system in organizations. Specific objectives include: i. To evaluate the impact of digital filing systems on information retrieval efficiency. ii. To determine the relationship between effective filing systems and organizational productivity. iii. To find out how effective filing systems contribute to compliance with regulatory requirements.

1.4 Research Questions

Based on the specific objectives, the research questions are: i. What is the efficiency of information retrieval in organizations using digital filing systems? ii. What is the relationship between effective filing systems and organizational productivity? iii. How does an effective filing system contribute to compliance with regulatory requirements?

1.5 Significance of the Study

This study will provide valuable insights into the benefits of implementing effective filing systems in organizations, aiding decision-makers in understanding its strategic importance in enhancing operational efficiency and regulatory compliance.

1.6 Scope of the Study

The study will focus on organizations across various sectors, assessing both physical and digital filing systems. It will encompass the impacts on efficiency, productivity, and compliance within the organizational context.

1.7 Limitations of the Study

Limitations include potential variations in organizational size and complexity, as well as differences in technological infrastructure which may affect the generalizability of findings.

1.8 Operational Definitions

Records Filing

According to Bailey, T., Colette, N., Pillar, P. (2011), an economist in  Ghana and Filing records is the process of classifying records and putting them into the correct location in the File Plan.

Information Retrieval

According to Rieh, S. (2010), information retrieval (IR) is the activity of obtaining information system resources that are relevant to an information need from a collection of those resources. Searches can be based on full-text or other content-based indexing. Information retrieval is the science of searching for information in a document, searching for documents themselves, and also searching for the metadata that describes data, and for databases of texts, images or sounds.

Government Organizations

According to Macready, J. and O. Gay (2005), a government organization is a permanent or semi-permanent agency in the machinery of government that is responsible for the oversight and administration of specific functions, such as an intelligence agency.

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