Filing Course

Lesson 1 • Core Filing Terminology

Introduces standard terms: file, folder, guide, caption, and cross-reference. Ensures consistent language for all practical exercises ahead.

Lesson 2 • Purpose and Scope of Filing

Defines filing as a systematic process for storing and retrieving records. Grounds all subsequent techniques in the business need for organized information.

Lesson 3 • Physical vs. Electronic Filing

Contrasts paper-based and digital filing environments and their shared principles. Sets expectations for both manual and software-based tasks in the course.

Lesson 1 • Indexing Business and Organization Names

Covers rules for companies, government bodies, and institutions. Extends alphabetic skills to the full range of entities found in professional files.

Lesson 2 • Cross-Referencing Techniques

Teaches when and how to create cross-references for names with multiple filing possibilities. Prevents misfiling and supports fast retrieval.

Lesson 3 • Indexing Units and Order

Explains how names are broken into indexing units and sequenced. This unit-by-unit logic underpins every alphabetic filing decision.

Lesson 4 • Alphabetic Filing Practice

Applies all indexing rules through sorting and sequencing exercises. Reinforces accuracy and speed before advancing to numeric systems.

Lesson 1 • Numeric System Selection and Setup

Guides students through evaluating and implementing the right numeric method for a given context. Applies decision-making skills to realistic office scenarios.

Lesson 2 • Duplex and Decimal Numeric Systems

Covers multi-part codes and decimal subdivisions for hierarchical subject filing. Prepares students for complex classification schemes used in specialized offices.

Lesson 3 • Alphanumeric Filing Codes

Combines letters and numbers to create flexible, expandable filing codes. Bridges alphabetic and numeric skills into a unified coding approach.

Lesson 4 • Terminal-Digit and Middle-Digit Filing

Explains how reading numbers from right or centre distributes files evenly across drawers. Addresses high-volume filing environments where workload balance matters.

Lesson 1 • Comparing and Combining Systems

Analyses when to blend subject and geographic approaches or switch between them. Builds strategic thinking for designing filing solutions in complex organizations.

Lesson 2 • Designing a Subject Filing Structure

Walks through creating a master index and folder hierarchy for subject files. Develops planning skills needed before any physical or digital setup begins.

Lesson 3 • Geographic Filing Fundamentals

Introduces location-based filing organized by region, state, city, or territory. Establishes the geographic hierarchy used in sales, distribution, and field offices.

Lesson 4 • Setting Up a Geographic System

Covers folder arrangement, guide placement, and index creation for geographic files. Translates geographic concepts into a functional, maintainable filing structure.

Lesson 1 • Folder and Guide Placement

Explains correct folder tab positions, guide placement, and drawer organization. Ensures physical files are arranged for fast, error-free retrieval.

Lesson 2 • Storing and Refiling Records

Addresses correct placement of new and returned records within existing folders. Prevents misfiling and maintains the integrity of the filing system over time.

Lesson 3 • Coding Methods and Marking Techniques

Teaches how to mark the filing caption directly on a document. Ensures every record carries a visible, consistent code before it enters the filing system.

Lesson 4 • The Records Processing Cycle

Maps the five steps from document receipt to final storage. Provides the procedural framework that organises all coding and sorting tasks.

Lesson 1 • Locating Misfiled Records

Provides a structured search strategy for records not found in their expected location. Builds problem-solving skills critical to maintaining a reliable filing system.

Lesson 2 • Follow-Up and Recall Systems

Covers tickler files and follow-up logs to track overdue borrowed records. Ensures records are returned promptly and the system remains complete.

Lesson 3 • Retrieval Principles and Strategies

Establishes the logic of systematic retrieval before searching for a record. Reduces time lost to random searching and builds methodical retrieval habits.

Lesson 4 • Charge-Out Procedures

Teaches how to document the removal of a record using requisition forms and out-guides. Creates an auditable trail for every record that leaves the filing area.

Lesson 1 • Records Destruction Procedures

Explains authorised destruction methods and documentation requirements. Ensures disposition is defensible, traceable, and consistent with organisational policy.

Lesson 2 • Legal Holds and Retention Exceptions

Addresses suspending normal disposition when records are subject to litigation or audit. Protects the organisation from destroying records that may be legally required.

Lesson 3 • Records Lifecycle Overview

Traces a record from creation through active use, inactive storage, and final disposition. Frames retention planning as a lifecycle management responsibility.

Lesson 4 • Active to Inactive Transfer

Covers procedures for moving records from active filing to inactive or off-site storage. Maintains filing system efficiency by removing low-use records from prime space.

Lesson 1 • Document Management System Basics

Introduces core features of document management platforms: check-in, check-out, and version history. Connects manual charge-out procedures to their digital equivalents.

Lesson 2 • Metadata and Search Optimisation

Explains how metadata tags enhance search and retrieval in digital systems. Extends indexing concepts from physical filing into electronic record properties.

Lesson 3 • Digital Retention and Disposition

Applies retention schedules to electronic records including email and shared drives. Completes the digital filing lifecycle from creation through authorised deletion.

Lesson 4 • Digital Folder Structure Design

Translates physical filing hierarchies into logical digital folder trees. Ensures electronic storage mirrors the same organisational logic as paper systems.