Lesson Note on Filing System Classification: Subject, Geographical and Alphanumerical for SS 2

Class: Senior Secondary School 2 (SS2 / SSS2)
Term: First Term
Week: 4
Age: 16 years
Duration: 45 minutes
Subject: Office Practice
Curriculum Theme: Office Administration
Previous Lesson: Classification of Filing System: Alphabetical, Numerical and Chronological.
Topic: CLASSIFICATION OF FILING SYSTEM CONT
Subject Matter: Subject filing system, geographical filing system, alphanumerical filing system, advantages of each, disadvantages of each

Specific Objectives

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

Cognitive Domain:

• Describe subject, geographical, and alphanumerical filing systems.
• State the advantages of each filing system.
• Identify the disadvantages of each filing system.

Affective Domain:

• Appreciate the importance of choosing an appropriate filing system for different office needs.
• Show interest in learning about efficient office procedures.

Psychomotor Domain:

• Differentiate between various filing systems based on their characteristics.
• Suggest suitable filing systems for different scenarios.

Social Domain:

• Participate actively in discussions about filing systems.
• Collaborate with peers to identify suitable filing methods.

Reference Materials

The following resources were used in planning this lesson:

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

Instructional Materials

The teacher will teach this lesson with the aid of:

• Maps for geographical filing examples
• Subject file headings
• Alphanumeric codes chart
• Sample folders

Rationale for the Lesson

This lesson helps pupils understand different ways to organize office documents efficiently. Knowing these systems enables pupils to select the best method for various situations, which is important for maintaining order and quick retrieval of information in any office environment.

Prerequisite/Previous Knowledge

Pupils should have prior knowledge of the basic concept of filing and the importance of classification in office administration.

Lesson Content/Board Summary

CLASSIFICATION OF FILING SYSTEMS (CONTINUED)

Subject Filing System

Subject filing is a method of arranging files and documents according to their specific subject matter or topic. Files are grouped under main subjects, with sub-subjects for more detailed classification. This system is useful when the subject of the document is more important than the name of the correspondent or location.

Examples of file headings:

• FINANCE (Sub-headings: Accounts Payable, Accounts Receivable, Budget)
• HUMAN RESOURCES (Sub-headings: Recruitment, Training, Payroll)
• MARKETING (Sub-headings: Advertising, Sales Reports, Market Research)

The following are advantages of subject filing:

• It is flexible and can be easily expanded.
• It allows for grouping of related information under one heading.
• It is suitable for offices where subjects are frequently referenced.
• It is easy to understand and use once the subject categories are established.

The following are disadvantages of subject filing:

• It can be difficult to decide the correct subject heading for some documents.
• It may require a comprehensive index for efficient retrieval.
• Misfiling can occur if subject headings are not consistently applied.
• It may be slower to retrieve documents if the exact subject is not known.

Geographical Filing System

Geographical filing is a system where files are arranged according to locations, such as countries, states, cities, or regions. This system is commonly used by organizations that deal with clients or operations spread across different geographical areas.

Examples of file headings:

• LAGOS STATE (Sub-headings: Ikeja, Victoria Island, Surulere)
• NORTHERN REGION (Sub-headings: Kaduna, Kano, Sokoto)
• INTERNATIONAL (Sub-headings: Ghana, UK, USA)

The following are advantages of geographical filing:

• It is efficient for businesses with operations or clients in many locations.
• Retrieval is fast if the location is known.
• It provides a clear overview of activities in specific areas.
• It is easy to expand by adding new location categories.

The following are disadvantages of geographical filing:

• It is not suitable for businesses with few geographical contacts.
• A separate index may be needed if the correspondent’s name is known but not the location.
• Misfiling can occur if a document relates to multiple locations.
• It can become bulky if too many small locations are used as main headings.

Alphanumerical Filing System

Alphanumerical filing combines both alphabetical and numerical methods for arranging documents. Each file is assigned a unique code that includes both letters and numbers. This system offers the advantages of both alphabetical and numerical systems, providing precision and flexibility.

Examples of file codes:

• ADE-001 (for Adekunle)
• B-105 (for Bello)
• C-220 (for Chinedu)

The following are advantages of alphanumerical filing:

• It allows for unlimited expansion by assigning new codes.
• It reduces the chance of misfiling due to unique codes.
• It offers a high degree of security and confidentiality if codes are not easily decipherable.
• It combines the benefits of quick alphabetical lookup with the precision of numerical sequencing.

The following are disadvantages of alphanumerical filing:

• It requires a comprehensive index to translate names into codes.
• It can be complex to set up and maintain, especially for new staff.
• Mistakes in coding can lead to significant misfiling issues.
• Training is often required for staff to use the system effectively.

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 reminds them of the previous lesson on classification of filing systems, then introduces today’s specific systems.
Pupils’ Activity: Pupils respond to greetings and recall previous knowledge.
Learning Point: Pupils are prepared for the new topic and link it to prior learning.

Step 2: Subject Filing System

Time: 7 minutes
Teaching Skill: Explanation/Demonstration
Teacher’s Activity: The teacher describes the subject filing system, explaining how files are organized by topic and provides examples of subject headings using the instructional materials.
Pupils’ Activity: Pupils listen attentively, observe the examples, and ask questions for clarification.
Learning Point: Pupils understand the concept and practical application of subject filing.

Step 3: Advantages and Disadvantages of Subject Filing

Time: 5 minutes
Teaching Skill: Discussion/Analysis
Teacher’s Activity: The teacher discusses the advantages and disadvantages of the subject filing system, prompting pupils to think about its suitability in different office contexts.
Pupils’ Activity: Pupils contribute to the discussion by stating points and noting them down.
Learning Point: Pupils can evaluate the pros and cons of subject filing.

Step 4: Geographical Filing System

Time: 7 minutes
Teaching Skill: Explanation/Demonstration
Teacher’s Activity: The teacher explains the geographical filing system, showing how documents are filed based on location, and uses maps and sample headings to illustrate.
Pupils’ Activity: Pupils observe the examples and understand how geographical locations are used for filing.
Learning Point: Pupils grasp the principle of geographical filing and its practical use.

Step 5: Advantages and Disadvantages of Geographical Filing

Time: 5 minutes
Teaching Skill: Discussion/Analysis
Teacher’s Activity: The teacher leads a discussion on the benefits and drawbacks of geographical filing, relating them to efficiency and potential challenges.
Pupils’ Activity: Pupils participate by listing advantages and disadvantages and comparing them with subject filing.
Learning Point: Pupils can assess when geographical filing is most appropriate.

Step 6: Alphanumerical Filing System

Time: 6 minutes
Teaching Skill: Explanation/Illustration
Teacher’s Activity: The teacher introduces the alphanumerical filing system, explaining how it combines letters and numbers, and demonstrates with the alphanumeric codes chart.
Pupils’ Activity: Pupils observe the examples of alphanumeric codes and try to understand the logic.
Learning Point: Pupils learn about the combined approach of alphanumerical 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 subject filing system.
2. Mention two advantages of geographical filing.
3. State two disadvantages of alphanumerical filing.
4. Give an example of a file heading for a subject filing system.

Pupils’ Activity: Pupils answer orally and in writing.

Learning Point: Pupils demonstrate understanding of the lesson.

Step 8: Conclusion

Time: 5 minutes
Teaching Skill: Summarization/Assignment
Teacher’s Activity: The teacher summarizes the key points of the lesson, emphasizing the unique features and applications of each filing system. The teacher then gives an assignment for pupils to research other filing systems.
Pupils’ Activity: Pupils listen to the summary and copy the assignment.
Learning Point: Pupils consolidate their learning and are encouraged to explore further.

Lesson Keywords

• Subject Filing – Organizing documents by specific topics or categories.
• Geographical Filing – Arranging documents according to location (e.g., country, city).
• Alphanumerical Filing – A system combining both letters and numbers for file organization.
• Filing System – A method used to organize and store documents for easy retrieval.

Differentiation

For pupils who grasp concepts quickly, the teacher can encourage them to provide more complex examples of file headings or to discuss scenarios where one system would be clearly superior to another. For pupils needing more support, the teacher will provide simplified examples and additional visual aids, focusing on understanding the basic definitions and one advantage/disadvantage for each system.

Note for teachers using this lesson plan

Ensure that the instructional materials, especially the sample file headings and codes, are clear and visible to all pupils. Encourage active participation by asking pupils to suggest their own examples relevant to their local context. Emphasize that the choice of filing system depends on the specific needs and nature of the office or organization.