Lesson Note on Purpose of Filing: Meaning and Good Filing System for SS 2

Class: Senior Secondary School 2 (SS2 / SSS 2)
Term: 1st Term
Week: 2
Age: 16 years
Duration: 45 minutes
Subject: Office Practice
Curriculum Theme: Records Management
Previous Lesson: Filing: Meaning and Methods of Filing.
Topic: PURPOSE OF FILING
Subject Matter: Meaning of purpose of filing (reasons for keeping records and documents properly), characteristics of a good filing system, advantages of a good filing system, disadvantages of a good filing system

Specific Objectives

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

Cognitive Domain:

• Define filing and explain its purpose.
• List at least five characteristics of a good filing system.
• State three advantages of a good filing system.
• Identify three disadvantages of a good filing system.

Affective Domain:

• Appreciate the importance of proper record keeping in an office environment.
• Recognize the need for security and confidentiality in filing.

Psychomotor Domain:

• Identify various filing materials and equipment.
• Demonstrate how to properly handle and retrieve files.

Social Domain:

• Collaborate with peers in discussing effective filing practices.

Reference Materials

The following resources were used in planning this lesson:

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

Instructional Materials

The teacher will teach this lesson with the aid of:

• Sample files and folders
• Filing guide chart
• Office record samples

Rationale for the Lesson

Understanding the purpose of filing is important because it enables pupils to grasp why documents are organized and stored. This knowledge helps them appreciate the efficiency and security that proper record keeping brings to any office or organization.

Prerequisite/Previous Knowledge

Pupils are expected to have a basic understanding of what documents are and the general idea of keeping things in order from their previous classes.

Lesson Content/Board Summary

PURPOSE OF FILING

Meaning of Filing

Filing is the systematic arrangement and storage of documents, records, and information in an orderly manner for easy retrieval and future reference.

Purpose of Filing (Reasons for Keeping Records and Documents Properly)

The following are the purposes of filing:

• Easy Retrieval: To enable quick and easy location of documents when needed.
• Safety and Preservation: To protect documents from loss, damage, dust, or unauthorized access.
• Reference: To provide information for future decisions, planning, and operations.
• Legal Evidence: To serve as proof or evidence in legal matters or disputes.
• Historical Record: To keep a chronological account of activities and transactions.
• Confidentiality: To ensure that sensitive information is kept private and accessible only to authorized personnel.
• Efficiency: To promote orderliness and improve the overall efficiency of an office.

Characteristics of a Good Filing System

The following are the characteristics of a good filing system:

• Simplicity: It should be easy to understand and operate by all users.
• Accessibility: Documents should be easily found and retrieved when required.
• Security: It must protect documents from loss, damage, and unauthorized access.
• Flexibility: It should be adaptable to changes and growth in the volume of records.
• Compactness: It should occupy minimum space in the office.
• Economy: It should be cost-effective to set up and maintain.
• Suitability: It should be appropriate for the type and volume of documents handled by the organization.

Advantages of a Good Filing System

The following are the advantages of a good filing system:

• Saves time in searching for documents.
• Prevents loss or damage of important documents.
• Ensures confidentiality of sensitive information.
• Aids in quick and informed decision-making.
• Provides legal evidence when needed.
• Reduces clutter and promotes an organized office environment.
• Facilitates easy reference and cross-referencing of information.

Disadvantages of a Good Filing System

The following are the disadvantages of a good filing system:

• Can be costly to establish and maintain, especially for large organizations.
• Requires skilled personnel to operate and manage effectively.
• Takes up valuable office space, particularly for physical filing.
• Risk of misfiling, which can lead to difficulty in retrieving documents.
• Can be rigid if not designed with flexibility, making it hard to adapt to new needs.
• Manual systems can be slow compared to digital alternatives.

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 keep their school notes and textbooks organized.
Pupils’ Activity: Pupils respond by mentioning how they arrange their books and notes (e.g., in bags, on shelves).
Learning Point: Pupils relate their personal organization to the need for keeping records in an office.

Step 2: Explanation of Filing Purpose

Time: 10 minutes
Teaching Skill: Explanation/Lecture
Teacher’s Activity: The teacher defines filing and explains the various purposes of filing, such as easy retrieval, safety, and reference, using the filing guide chart.
Pupils’ Activity: Pupils listen attentively, ask questions, and take notes.
Learning Point: Pupils understand the fundamental reasons for systematic record keeping.

Step 3: Discussion of Characteristics

Time: 10 minutes
Teaching Skill: Discussion/Questioning
Teacher’s Activity: The teacher guides pupils to list and discuss the characteristics of a good filing system, such as simplicity, accessibility, and security, using sample files.
Pupils’ Activity: Pupils contribute ideas, identify characteristics, and discuss their importance.
Learning Point: Pupils learn the qualities that make a filing system effective.

Step 4: Advantages of Filing

Time: 5 minutes
Teaching Skill: Explanation
Teacher’s Activity: The teacher explains the advantages of implementing a good filing system in an office, such as time-saving and preventing loss.
Pupils’ Activity: Pupils listen and note down the advantages.
Learning Point: Pupils understand the benefits of proper filing.

Step 5: Disadvantages of Filing

Time: 5 minutes
Teaching Skill: Explanation
Teacher’s Activity: The teacher discusses the potential disadvantages of a good filing system, including cost and space requirements.
Pupils’ Activity: Pupils listen and identify the challenges associated with filing.
Learning Point: Pupils recognize the drawbacks and considerations of filing systems.

Step 6: Practical Demonstration/Activity

Time: 5 minutes
Teaching Skill: Demonstration
Teacher’s Activity: The teacher demonstrates how to organize sample office records into different files and folders, emphasizing neatness and proper labeling.
Pupils’ Activity: Pupils observe the demonstration and may practice arranging some sample documents.
Learning Point: Pupils gain practical insight into organizing 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 filing?
2. State three purposes of filing.
3. List four characteristics of a good filing system.
4. Mention two advantages and two disadvantages of a good 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
Teacher’s Activity: The teacher summarizes the key points of the lesson, reiterating the importance of proper filing for efficient office operations. The teacher then gives an assignment.
Pupils’ Activity: Pupils listen to the summary, ask any final questions, and copy the assignment.
Learning Point: Pupils consolidate their understanding of the topic.

Lesson Keywords

• Filing – The systematic arrangement and storage of documents for easy retrieval.
• Retrieval – The act of finding and getting back stored information or documents.
• Systematic – Done according to a fixed plan or method.
• Confidentiality – Keeping information private and secret.
• Accessibility – The ease with which something can be reached or used.

Differentiation

For pupils who grasp the concepts quickly, the teacher can challenge them to research different types of filing systems (e.g., alphabetical, numerical, geographical) and their specific applications. For pupils who need more support, the teacher can provide simplified examples and extra guidance during practical activities, focusing on one concept at a time.

Note for teachers using this lesson plan

Teachers should ensure they have enough sample files and documents to make the practical demonstration engaging. Encourage pupils to relate the concepts of filing to their everyday lives, such as organizing personal belongings or digital files on a computer. Emphasize that a good filing system is fundamental to the smooth running of any organization.