Lesson Note on Classification of Filing System: Alphabetical, Numerical and Chronological for SS 2

Class: Senior Secondary School 2 (SS2 / SSS 2)
Term: First Term
Week: 3
Age: 16 years
Duration: 45 minutes
Subject: Office Practice
Curriculum Theme: Office Management and Information Handling
Previous Lesson: Purpose of Filing: Meaning and Good Filing System.
Topic: CLASSIFICATION OF FILING SYSTEM
Subject Matter: Meaning of classification of filing system (ways of grouping files for easy arrangement), alphabetical filing system, numerical filing system, chronological filing system, advantages of each, disadvantages of each, steps in filing.

Specific Objectives

By the end of the lesson, pupils should be able to:

Cognitive Domain:

• Define classification of filing systems.
• Describe alphabetical, numerical, and chronological filing systems.
• State the advantages and disadvantages of each filing system.

Affective Domain:

• Appreciate the importance of systematic filing in an office.
• Recognize the need for accurate file classification for efficient record retrieval.

Psychomotor Domain:

• Properly classify sample documents using different filing systems.
• Enumerate and demonstrate the steps involved in filing documents.

Social Domain:

• Understand the role of organized filing in promoting effective teamwork in an office.
• Share ideas on best practices for maintaining an organized filing system.

Reference Materials

The following resources were used in planning this lesson:

• Senior Secondary Schools Education Curriculum
• State Unified Scheme of Work
• Egbe, C. O. (2018). Office Practice for Senior Secondary Schools. Ibadan: University Press PLC.

Instructional Materials

The teacher will teach this lesson with the aid of:

• Sample index cards
• File labels
• Sample registers
• Folders
• Cabinet
• Charts showing different filing systems

Rationale for the Lesson

This lesson helps pupils understand how to organize office documents effectively. Learning about different filing systems and their proper application enables pupils to manage information efficiently, which is important for smooth office operations and quick access to records.

Prerequisite/Previous Knowledge

Pupils have a basic understanding of what an office is and the importance of keeping records.

Lesson Content/Board Summary

CLASSIFICATION OF FILING SYSTEM

Meaning of Classification of Filing System

Classification of filing system refers to the systematic arrangement or grouping of files and documents in an office for easy storage, retrieval, and management. It involves organizing records based on specific criteria to ensure efficiency.

Types of Filing Systems

The main types of filing systems include:

• Alphabetical Filing System
• Numerical Filing System
• Chronological Filing System

Alphabetical Filing System

This system arranges files and documents in alphabetical order based on names of individuals, companies, subjects, or geographical locations.

Advantages:

• It is simple to understand and use.
• No separate index is required for retrieval.
• It is easy to expand by adding new names or subjects.

Disadvantages:

• Confidentiality may be difficult to maintain if files are accessed by many people.
• Misfiling can easily occur, making retrieval difficult.
• It can be bulky and time-consuming for very large volumes of files.

Numerical Filing System

In this system, files are assigned consecutive numbers, and records are arranged in ascending numerical order. An auxiliary index (usually alphabetical) is often used to locate the corresponding file number.

Advantages:

• It offers a high degree of confidentiality.
• Expansion is easy by simply adding new numbers.
• It is suitable for large organizations with many records.

Disadvantages:

• An auxiliary index is required, which can be an extra step and cost.
• Misfiling of a number can make retrieval impossible without the index.
• It can be complex to set up initially.

Chronological Filing System

This system arranges files and documents in order of date, usually from the oldest to the newest, or vice versa. It is commonly used for invoices, reports, and correspondence.

Advantages:

• It is simple to understand and use, especially for dated documents.
• Retrieval of documents from a specific period is very fast.
• It is useful for tracking sequences of events or transactions.

Disadvantages:

• It is not suitable for documents that need to be grouped by subject or name.
• Retrieval can be slow if the exact date is not known.
• Files can become very bulky over time if not regularly purged.

Steps in Filing

The following are the general steps involved in filing documents:

• Inspect: Check documents for release marks, indicating they are ready for filing.
• Index: Determine the name or subject under which the document will be filed.
• Code: Mark the document with the chosen filing segment or number.
• Cross-reference: Create a cross-reference sheet if a document could be filed under more than one heading.
• Sort: Arrange documents in the order they will be filed.
• Store: Place documents into their designated files and storage units.

Teaching Methods/Instructional Techniques

Discussion, Lecture, Demonstration, Question and Answer, Visual Aids

Instructional Procedures

Step 1: Introduction

Time: 5 minutes
Teaching Skill: Set Induction
Teacher’s Activity: The teacher greets the pupils and asks them to recall the previous lesson on types of office machines. The teacher then introduces the topic by asking pupils how documents are kept organized in an office.
Pupils’ Activity: Pupils respond to the questions and listen attentively to the introduction.
Learning Point: Pupils connect previous knowledge to the new topic and are prepared for the lesson.

Step 2: Meaning of Classification of Filing System

Time: 7 minutes
Teaching Skill: Explanation/Definition
Teacher’s Activity: The teacher explains the meaning of classification of filing systems, emphasizing the systematic grouping of files for easy arrangement and retrieval. The teacher uses examples to clarify.
Pupils’ Activity: Pupils listen, ask questions, and take notes on the definition.
Learning Point: Pupils understand what classification of filing system means.

Step 3: Alphabetical Filing System

Time: 7 minutes
Teaching Skill: Description/Illustration
Teacher’s Activity: The teacher describes the alphabetical filing system, explaining how documents are arranged by name or subject. The teacher discusses its advantages and disadvantages with the aid of charts.
Pupils’ Activity: Pupils observe the charts, listen to the explanation, and contribute to the discussion on advantages and disadvantages.
Learning Point: Pupils learn about the alphabetical filing system, its benefits, and drawbacks.

Step 4: Numerical Filing System

Time: 7 minutes
Teaching Skill: Description/Illustration
Teacher’s Activity: The teacher explains the numerical filing system, highlighting the use of numbers and the need for an index. The teacher outlines its advantages and disadvantages.
Pupils’ Activity: Pupils pay attention, ask questions for clarity, and note down the key points.
Learning Point: Pupils understand the numerical filing system, its advantages, and disadvantages.

Step 5: Chronological Filing System

Time: 7 minutes
Teaching Skill: Description/Illustration
Teacher’s Activity: The teacher explains the chronological filing system, focusing on arrangement by date. The teacher discusses its specific advantages and disadvantages.
Pupils’ Activity: Pupils listen, observe any examples, and record the information.
Learning Point: Pupils grasp the chronological filing system, its benefits, and limitations.

Step 6: Steps in Filing

Time: 5 minutes
Teaching Skill: Enumeration/Demonstration
Teacher’s Activity: The teacher guides pupils to enumerate the steps in filing (inspect, index, code, cross-reference, sort, store). The teacher briefly demonstrates each step using sample documents.
Pupils’ Activity: Pupils enumerate the steps and observe the teacher’s demonstration.
Learning Point: Pupils learn the practical steps involved in filing documents.

Step 7: Evaluation/Review

Time: 5 minutes
Teaching Skill: Questioning/Assessment
Teacher’s Activity: The teacher evaluates the learning by asking the following questions:

1. What is meant by classification of filing systems?
2. State two advantages of the alphabetical filing system.
3. Mention two disadvantages of the numerical filing system.
4. List any three steps involved in filing documents.

Pupils’ Activity: Pupils answer orally and in writing.
Learning Point: Pupils demonstrate understanding of the lesson.

Step 8: Conclusion

Time: 2 minutes
Teaching Skill: Summarization
Teacher’s Activity: The teacher summarizes the key points of the lesson by reiterating the importance of classifying filing systems and the different types discussed. The teacher assigns homework: Ask an office worker about the filing system they use and why.
Pupils’ Activity: Pupils listen to the summary and copy down the homework.
Learning Point: Pupils consolidate their learning and are given a task to reinforce understanding.

Lesson Keywords

• Filing System – A method used to organize and store documents for easy retrieval.
• Classification – The systematic grouping of items based on common characteristics.
• Alphabetical Filing – Arranging documents in ABC order.
• Numerical Filing – Arranging documents by assigned numbers.
• Chronological Filing – Arranging documents by date.
• Cross-reference – A note in a file directing to another file where relevant information is stored.

Differentiation

For pupils who grasp concepts quickly, the teacher can challenge them to suggest other possible filing systems or specific scenarios where each system would be most effective. For pupils needing more support, the teacher can provide simplified charts and more one-on-one guidance during the demonstration of filing steps.

Note for teachers using this lesson plan

Ensure that actual samples of index cards, file labels, and folders are available for pupils to touch and see. Practical demonstration of the filing steps will greatly enhance understanding. Encourage pupils to relate the concepts to real-life situations where organization is important.