Lesson Note on Filing Equipment: Cabinets and Filing Systems for SS 2

Class: Senior Secondary School 2 (SS2 / SSS2)
Term: 1st Term
Week: 7
Age: 16 years
Duration: 45 minutes
Subject: Office Practice
Curriculum Theme: Records Management
Previous Lesson: Categories of Files: Confidential Files and Movement of Files.
Topic: FILING EQUIPMENTS
Subject Matter: Meaning of filing equipment (tools used for storing and organizing records), filing equipments (box files, cabinets, desk), system of filing (vertical, lateral, shelf), electronic filing (use of computer)

Specific Objectives

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

Cognitive Domain:

• Identify various filing equipment.
• Explain the meaning of filing equipment.
• Describe different systems of filing.
• Discuss the role of computers in electronic filing.

Affective Domain:

• Appreciate the importance of proper organization of records in an office.
• Value the efficiency gained through effective filing.

Psychomotor Domain:

• Select appropriate filing equipment for different types of documents.
• Demonstrate basic understanding of how to organize files using different systems.

Social Domain:

• Collaborate in discussions about the best filing practices.
• Share ideas on maintaining organized office records.

Reference Materials

The following resources were used in planning this lesson:

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

Instructional Materials

The teacher will teach this lesson with the aid of:

• Pictures of filing equipment
• Sample box files
• A sample filing cabinet
• A computer (or pictures/diagrams of a computer setup for electronic filing)

Rationale for the Lesson

This lesson helps pupils understand the tools and methods used to organize and store office records effectively. Knowing about filing equipment and systems enables pupils to maintain efficient and accessible information, which is important for smooth office operations and future career readiness.

Prerequisite/Previous Knowledge

Pupils are expected to have basic knowledge of an office environment and the general need for keeping records.

Lesson Content/Board Summary

Filing Equipments

Meaning of Filing Equipment

Filing equipment refers to the tools, furniture, and devices used in an office to store, organize, and retrieve documents and records efficiently. These tools help to protect documents from damage, loss, or unauthorized access.

Types of Filing Equipment

The following are common types of filing equipment:

• Box Files: Portable, self-contained files used for temporary storage or for carrying documents. They are usually made of cardboard or plastic.
• Filing Cabinets: These are metal or wooden furniture with drawers designed to hold files vertically or laterally. They come in various sizes (e.g., two-drawer, four-drawer).
• Desk Filing Trays/Sorters: Used for temporary storage of documents on a desk, often for items requiring immediate action or sorting.
• Lever Arch Files: Sturdy files with a lever mechanism to hold punched papers securely. Ideal for bulkier documents.
• Suspension Files: Files designed to hang from rails within filing cabinets or drawers, allowing for easy browsing and retrieval.
• Rotary Files: Circular files that rotate, providing quick access to a large number of cards or small documents.
• Compactors/Mobile Shelving: Large storage systems that move on tracks, allowing for high-density storage by minimizing aisle space.

Systems of Filing

Filing systems are methods used to arrange and store documents. The choice of system depends on the type of documents, frequency of access, and available space.

• Vertical Filing: Documents are placed upright (vertically) in drawers or containers, usually in folders. This system is common with filing cabinets.
• Lateral Filing: Documents are stored side-by-side (laterally) on shelves, often in open-shelf units or lateral filing cabinets. This system saves floor space.
• Shelf Filing: Documents are stored directly on open shelves, often used for inactive records or large volumes of files. This is similar to lateral filing but can also involve storing boxes or binders.
• Alphabetic Filing: Documents are arranged in alphabetical order by name, subject, or location.
• Numeric Filing: Documents are assigned unique numbers and filed in numerical sequence. This often requires an index.
• Geographic Filing: Documents are filed according to geographical location (e.g., country, state, city).
• Subject Filing: Documents are categorized and filed according to their subject matter or topic.

Electronic Filing

Electronic filing involves storing and organizing documents in digital format using computers and other electronic devices. This system reduces the need for physical space and improves retrieval speed.

• Use of Computers: Documents are scanned or created digitally and saved on computer hard drives, servers, or cloud storage.
• Folders and Naming: Digital documents are organized into electronic folders, and files are given descriptive names for easy identification.
• Backup: Regular backups are essential to prevent data loss due to system failure or cyber threats.
• Security: Electronic files can be protected with passwords, encryption, and access controls to ensure confidentiality.
• Indexing and Search: Electronic systems often include powerful search functions and indexing capabilities, making it easy to find specific documents quickly.

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, reviews the previous lesson on office documents, and then introduces the new topic, “Filing Equipments,” by asking pupils how they keep their school notes organized.
Pupils’ Activity: Pupils respond to the teacher’s questions and listen attentively to the introduction of the new topic.
Learning Point: Pupils connect their personal experiences of organization to the need for filing in an office.

Step 2: Meaning of Filing Equipment

Time: 7 minutes
Teaching Skill: Explanation/Definition
Teacher’s Activity: The teacher explains the meaning of filing equipment as tools used for storing and organizing records, giving simple examples like shelves and drawers.
Pupils’ Activity: Pupils listen, take notes, and ask questions for clarification.
Learning Point: Pupils understand the basic definition and purpose of filing equipment.

Step 3: Types of Filing Equipment

Time: 8 minutes
Teaching Skill: Demonstration/Illustration
Teacher’s Activity: The teacher displays pictures or actual samples of box files, filing cabinets, and desk filing trays. The teacher describes the uses and features of each type of equipment, including lever arch files and suspension files.
Pupils’ Activity: Pupils observe the materials, identify the equipment, and contribute by mentioning other filing tools they know.
Learning Point: Pupils can identify and describe various types of filing equipment and their uses.

Step 4: Systems of Filing

Time: 10 minutes
Teaching Skill: Explanation/Comparison
Teacher’s Activity: The teacher explains and differentiates between vertical, lateral, and shelf filing systems, highlighting their arrangement styles and space requirements. The teacher also briefly mentions alphabetic, numeric, and subject filing.
Pupils’ Activity: Pupils listen, ask questions, and explain the differences between the systems in their own words.
Learning Point: Pupils understand different methods of organizing files and their respective advantages.

Step 5: Electronic Filing

Time: 7 minutes
Teaching Skill: Conceptual Introduction
Teacher’s Activity: The teacher introduces electronic filing, explaining how computers are used for storing documents in digital folders, emphasizing naming conventions, and the importance of backup and security.
Pupils’ Activity: Pupils discuss how computers can be used for electronic filing and share their experiences with digital document organization.
Learning Point: Pupils grasp the concept of electronic filing and its key components.

Step 6: Class Discussion/Activity

Time: 3 minutes
Teaching Skill: Facilitation
Teacher’s Activity: The teacher leads a brief discussion on the advantages of organized filing in an office, prompting pupils to think about the consequences of disorganized records.
Pupils’ Activity: Pupils actively participate in the discussion, sharing their thoughts on the benefits of good filing practices.
Learning Point: Pupils reinforce their understanding of the importance of efficient filing.

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. Define filing equipment.
2. Mention three types of filing equipment.
3. Differentiate between vertical and lateral filing systems.
4. How can computers be used for electronic filing?

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

Step 8: Conclusion

Time: 3 minutes
Teaching Skill: Summarization/Assignment
Teacher’s Activity: The teacher summarizes the key points of the lesson, reiterating the importance of filing equipment and systems for efficient office administration. The teacher then assigns homework.
Pupils’ Activity: Pupils listen to the summary and copy down the assigned homework.
Learning Point: Pupils consolidate their understanding and prepare for further learning.

Lesson Keywords

• Filing Equipment – Tools used to store and organize documents.
• Box File – A portable container for documents.
• Filing Cabinet – Furniture with drawers for storing files.
• Vertical Filing – Storing documents upright in drawers.
• Lateral Filing – Storing documents side-by-side on shelves.
• Electronic Filing – Storing documents digitally using computers.

Differentiation

For pupils who grasp concepts quickly, the teacher can challenge them to research specialized filing equipment like microfiche readers or compactors. For those needing more support, the teacher will provide simplified definitions and more visual aids, focusing on the most common types of equipment and systems.

Note for teachers using this lesson plan

Teachers should ensure they have adequate visual aids, such as pictures or actual samples of various filing equipment, to make the lesson practical and engaging. Encourage pupils to share their experiences with filing systems at home or in other settings to foster active participation. Emphasize the practical application of these concepts in real-world office scenarios.