Effective Filing Systems & Business Correspondence Essentials

Posted on Apr 4, 2025 in Mathematics

Filing Systems and Business Correspondence

Consultation Agenda

  • Patient Visits:
    • Patient Name
    • Consultation Time Allocation
    • Approximate Visit Duration
    • Reason for Visit
    • Other Income (Telephone)
    • Visits from Commercial Agents or Representatives
    • Recalls

Document Filing

A file is an ordered collection of documents, both physical and digital, that are stored together. Before archiving a document, it must be organized according to a pre-defined system.

Common classification systems include:

  • Alphabetical
  • Numerical
  • By Subject Matter
  • Geographical
  • Chronological

Business letters are frequently used by businesses and professionals for external communication. The format of a letter depends on the sender, but it should always reflect the company’s image.

A daily schedule outlines planned activities and appointments for upcoming dates.

Administrative Operations: Unit 4

The File: Purpose and Types

A file serves as a repository for all documents belonging to a professional or a company. It is essentially a collection of these documents.

Classes of Files

Based on Location:
  • Centralized: All documents are stored in a single location.
  • Decentralized: Documents are distributed across different sections.
Based on Usage:
  • Active Archive: Documents are frequently consulted.
  • Final or Liability File: Documents are retained for compliance reasons and are rarely accessed.
  • Semi-Active File: An intermediate system between active and final files.
Based on Hardware:
  • Manual
  • Computerized

Organization Material

Various elements are used for organization, including:

  • Folders (A-Z)
  • Archive Boxes (for storing multiple folders)

Classification Systems

Introducing documents into a file without order defeats its purpose. Classification and order are essential.

  • Alphabetical: Sorted by surname. If surnames are identical, sort by the second name. Compound surnames are treated as a single word. Prepositions and articles within surnames are disregarded.
  • Numerical: Each document is assigned a number.
  • By Subject Matter: Classified by topic or subject.
  • Geographical: Distributed by cities or regions.
  • Chronological: Sorted by date.

The Business Letter

A business letter is a common means of correspondence for requesting catalogs, prices, sales conditions, discounts, changes in conditions, offers, complaints, returns, receipts, and budgets.

Functions:
  • Facilitates external communication for the company.
  • Helps create a professional image.
  • Serves as a documentary record.
Parts of a Business Letter:
  1. Letterhead: Contains sender’s identifying information.
  2. Date: Includes location, day, month, and year.
  3. Recipient: Includes recipient’s identifying information.
  1. Content: Includes the body of the letter.
  • Salutation (e.g., “Dear Sir/Madam”, “To our Valued Customer”)
  • Text
  1. Final: Includes the closing, signature, and any attachments.
  • Closing (e.g., “Sincerely”, “Yours Faithfully”)
  • Signature (Name and title of the person responsible for the letter)