Communication in Organisations

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Communication in Organisations

• SITXADM003 A Write Business Documents Session 14

Follow up Documents - 2
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Circulating Documents to Colleagues
REVISION

• What is the purpose?
• to ensure it is accurate in content, free from
  spelling and typing errors, and meets all
  requirements.
• Why is it important?
• format and style must be appropriate to the
  intended audience and purpose, and in accordance
  with organisation guidelines.
• How would you respond?
• Adjust where necessary, and seek advice or
  comment from relevant others where appropriate

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What is filing?

• Filing is the process of arranging and storing
  documents according to a particular
  classification, such as
• Alphabetically
• Numerically
• Geographically
• By subject
• Chronologically

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Filing

• What is the value of an efficient filing system?
• DISCUSS

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Why prepare files before filing?

• Before filing any documents it is useful to first
  prepare them so that
• The quality of the paperwork is maintained
• Files are cross-referenced when needed
• Files are coded when needed
• Files are correctly sorted to assist the filing
  process
• All relevant documents are filed together

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Manual Filing System

• To create two piles documents to keep and to
  throw away
• Create a working files
• Label drawers, folders set up folders in the
  most logical sequence
• File all documents in correct order

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Document Filing System example

• See Document Filing System example
• http//www.multifile.com.au/multiplan.html
• See Dewey Decimal System Explained
• http//www.ic.holmesglen.vic.edu.au/dewey/dewey.ht
  m

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What is electronic filing?

• Electronic filing refers to the filing of
  documents electronically. That is, on a computer
  and/or computer disk.
• The advantages of electronic filing are
• Reduced filing space
• Reduced filing time
• Easy access and document modification
• Document changes readily traced

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Electronic Filing procedure e.g.

• http//www.records.uts.edu.au/procedures/documents
  /filing-email.html
• UTS Filing Email Electronic Documents procedure

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Learning Activities

• Is there a filing system at your workplace?
• Is it effective and efficient?
• How would you improve it?
• Discuss in groups
• .