Lesson Note on Filing: Meaning and Methods of Filing for SS 2

Class: Senior Secondary School 2 (SS2 / SSS2)
Term: 1st Term
Week: 1
Age: 16 years
Duration: 45 minutes
Subject: Office Practice
Curriculum Theme: Office Management
Previous Lesson: .
Topic: FILING
Subject Matter: Meaning of filing (systematic arrangement and keeping of documents for easy storage and retrieval), method of filing (centralized, decentralized).

Specific Objectives

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

Cognitive Domain:

• Define filing.
• Explain the concept of centralized filing.
• Describe decentralized filing.
• State the advantages and disadvantages of both centralized and decentralized filing.

Affective Domain:

• Appreciate the importance of systematic arrangement and keeping of documents in an office.
• Value the need for proper document retrieval.

Psychomotor Domain:

• Demonstrate how to file various documents correctly.
• Distinguish between different filing methods.

Social Domain:

• Collaborate effectively during discussions on filing methods.
• Participate actively in practical filing exercises.

Reference Materials

The following resources were used in planning this lesson:

• Senior Secondary Schools Education Curriculum
• State Unified Scheme of Work
• Egbe, T. C. (2018). Office Practice for Senior Secondary Schools. Abuja: Learn Africa Plc.

Instructional Materials

The teacher will teach this lesson with the aid of:

• Samples of various office documents (invoices, letters, reports)
• Different types of files and folders (e.g., manila folder, suspension file)
• Labels
• A filing cabinet or box files

Rationale for the Lesson

This lesson helps pupils understand how documents are systematically arranged and kept in an office. It enables them to learn efficient methods for storing and retrieving information, which is important for effective office operations and future careers.

Prerequisite/Previous Knowledge

Pupils are expected to have some basic knowledge of organizing personal items and keeping notes or books in an orderly manner.

Lesson Content/Board Summary

FILING

Meaning of Filing

Filing is the systematic arrangement and keeping of documents, records, or information in an orderly manner for easy storage and quick retrieval when needed. It ensures that documents are protected, easily accessible, and well-organized.

Methods of Filing

There are different methods of filing documents in an office, each with its own structure and benefits:

• Centralized Filing:

  This is a filing system where all records and documents for the entire organization are kept in one central location, usually managed by a specialized filing department or dedicated staff. Files are generally kept in a common filing room.

  Advantages of Centralized Filing:

  • Uniformity in filing procedures and standards across the organization.
  • Better utilization of space and equipment as resources are pooled.
  • Reduced cost due to less duplication of equipment and personnel.
  • Improved security and control over documents as access is restricted to authorized staff.
  • Specialized staff can be trained to handle filing efficiently.

  Disadvantages of Centralized Filing:

  • Delays in retrieving documents, especially if the central unit is far from the user department.
  • Inconvenience to departments that need frequent access to files.
  • Risk of complete loss or disruption if the central filing system fails or is damaged.
  • Heavy workload on the central filing staff, which can lead to errors during peak periods.
• Decentralized Filing:

  This is a filing system where each department or unit within an organization maintains its own set of files and records relevant to its specific operations. Files are kept within the individual departments.

  Advantages of Decentralized Filing:

  • Quick and easy access to documents for departmental staff.
  • Departmental staff are familiar with their own files, leading to faster retrieval.
  • Greater confidentiality for sensitive departmental documents.
  • Reduces the workload on a single central filing department.

  Disadvantages of Decentralized Filing:

  • Lack of uniformity in filing methods and standards across departments.
  • Higher overall cost due to duplication of equipment, space, and personnel in each department.
  • Risk of misfiling or loss of documents if staff are not properly trained.
  • Difficulty in locating documents that might be relevant to multiple departments.
  • Potential for inconsistent record-keeping practices.

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 how they organize their school notes or personal belongings to find them easily when needed.
Pupils’ Activity: Pupils respond by sharing their methods of organizing notes and belongings.
Learning Point: Pupils relate their personal experiences to the concept of organization and document keeping, leading into the topic of filing.

Step 2: Meaning of Filing

Time: 7 minutes
Teaching Skill: Explanation/Definition
Teacher’s Activity: The teacher explains the meaning of filing, emphasizing its importance for systematic arrangement, storage, and retrieval of documents. The teacher writes the definition on the board.
Pupils’ Activity: Pupils listen attentively, ask clarifying questions, and take notes of the definition.
Learning Point: Pupils understand the fundamental definition and purpose of filing.

Step 3: Centralized Filing

Time: 8 minutes
Teaching Skill: Discussion/Elucidation
Teacher’s Activity: The teacher introduces centralized filing, explaining where files are kept, who manages them, and discusses its advantages and disadvantages with the pupils.
Pupils’ Activity: Pupils participate in the discussion, contribute ideas, and note down the key points, advantages, and disadvantages.
Learning Point: Pupils gain knowledge about the characteristics, benefits, and drawbacks of centralized filing.

Step 4: Decentralized Filing

Time: 8 minutes
Teaching Skill: Discussion/Comparison
Teacher’s Activity: The teacher introduces decentralized filing, explaining where files are kept in this system, who manages them, and discusses its advantages and disadvantages, drawing comparisons with centralized filing.
Pupils’ Activity: Pupils engage in the discussion, compare the methods, and take notes on the characteristics, advantages, and disadvantages of decentralized filing.
Learning Point: Pupils understand the characteristics, benefits, and drawbacks of decentralized filing and can differentiate it from centralized filing.

Step 5: Practical Demonstration

Time: 8 minutes
Teaching Skill: Demonstration
Teacher’s Activity: The teacher uses the instructional materials (sample documents, files, folders, labels, and a filing cabinet/box) to demonstrate how documents are physically filed and retrieved.
Pupils’ Activity: Pupils observe the demonstration carefully, paying attention to the steps and proper handling of documents and files.
Learning Point: Pupils observe the practical application of filing principles.

Step 6: Guided Practice

Time: 5 minutes
Teaching Skill: Practical Application
Teacher’s Activity: The teacher guides pupils to take turns practicing filing various sample documents into folders and retrieving them from the filing cabinet or box files.
Pupils’ Activity: Pupils actively participate in the hands-on practice, filing and retrieving documents under the teacher’s supervision.
Learning Point: Pupils develop practical skills in filing and retrieving 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. Define filing.
2. Explain what centralized filing means.
3. State two advantages and two disadvantages of centralized filing.
4. Explain what decentralized filing means.
5. Mention two advantages and two disadvantages of decentralized filing.

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, reiterating the importance of filing and the differences between centralized and decentralized methods. The teacher then gives an assignment.
Pupils’ Activity: Pupils listen to the summary and copy the assignment.
Learning Point: Learning is reinforced, and pupils are prepared for further study.

Lesson Keywords

• Filing – Systematic arrangement and keeping of documents.
• Centralized Filing – All documents kept in one central location.
• Decentralized Filing – Each department keeps its own documents.
• Documents – Written or printed papers that provide information or evidence.
• Retrieval – The act of getting something back, especially information from storage.
• Storage – The action or method of storing something for future use.

Differentiation

For pupils who grasp concepts quickly, the teacher can challenge them to suggest other possible methods of filing or discuss specific scenarios where one method might be preferred over the other. For pupils needing more support, the teacher will provide additional examples and closer guidance during the practical filing exercise, allowing them more time to practice.

Note for teachers using this lesson plan

Ensure that the sample documents used for demonstration and practice are varied and clearly legible. Encourage active participation from all pupils during discussions and practical sessions to foster a deeper understanding of the topic. Emphasize the real-world application of filing in various office environments.