Page 131 - ADMINISTRATIVE MANUAL

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2) The receiving clerks shall sign their initials and place the date of receipt.

d) Classifying and Filing of Records
1) Records should first be classified according to their subject classification.
Determine whether the records are ready for filing. The file copy is marked “File”
or “Released” and signed or initialed by the appropriate official to show the paper
has been officially released and is ready for filing. Select from the file
classification guide the appropriate classification for the file by which it will be
requested for later. After the papers have been classified, sorted and assembled,
file the material.

B. The Functional subject-Alphabetic Filing System shall be adopted wherein the
records are arranged by subject covering all activities of the organization and the
functions of the agency. Records are filed under a major subject, which is subdivided
into primary classification. This system retains the simplicity of the alphabetic
arrangement of subject titles and brings together related subjects. The following shall
be followed:

1) Analyze the functions of the agency
2) Make a list of all these functions and arrange them alphabetically
3) Make a list of all subject topics pertaining to each function
4) Make a list of correlated

After completing these steps, prepare a File Classification Guide. This guide will help
determine consistently the proper file designations of materials to be filed. The necessary
guide tabs and folder labels can be prepared for each of the subjects. The following File
Classification Guide shall be adopted.

FILE CLASSIFICATION GUIDE

ADM – Administration and Management
Administrative Issuances
Circulars
General Circulars
Memorandum Circulars
Directives
Manuals and Codes
Administrative Code
Orders
Administrative Orders
Special Orders

PER – Personnel Administration
Appointments
Conduct
Complaints, Charges
Disciplinary Action
Administrative Cases
Details and Assignment
Personal File
Appointment
CS Form 212
Form 1
Assets and Liabilities