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MEDIU’S FILING SYSTEM (softcopy & hardcopy)

MEDIU’S FILING SYSTEM (softcopy & hardcopy). By the Business Management Systems Department, Document Management Systems Unit. Where to Find: the Filing System Reference Documents. In Microsoft Outlook you can access the Public Folders section and find the Filing System reference documents or….

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MEDIU’S FILING SYSTEM (softcopy & hardcopy)

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  1. MEDIU’S FILING SYSTEM(softcopy & hardcopy) By the Business Management Systems Department, Document Management Systems Unit

  2. Where to Find:the Filing System Reference Documents • In Microsoft Outlook you can access the Public Folders section and find the Filing System reference documents or…

  3. On the M:\ drive under: Share Files and Folders guide Click here to go there now!

  4. 1- MEDIU FILING SCHEME This document is an overview of the registered levels of folders in our filing system. As a rule of thumb, you only need to register the first 3 or 4 levels of folders.

  5. MEDIU’s FILING SCHEME IS FUNCTIONAL AND NOT DEPARTMENTAL To find our Filing Scheme on the M: drive, click here.

  6. Files in softcopy saved in File Sharing on ‘pms-s-fs01’

  7. Files in softcopy File Sharing on ‘pms-s-fs01’- Level 1

  8. Files in softcopy File Sharing on ‘pms-s-fs01’- Level 2

  9. Files in softcopy File Sharing on ‘pms-s-fs01’- Level 3

  10. Files in softcopy File Sharing on ‘pms-s-fs01’- Level 4

  11. 2- Electronic File Naming Convention File name: 080111Contact list Year Month Date File name Your file name must be relevant to the document topic and can be understood by all.

  12. If you have few revisions for the day, add the revision no. to it example: 080111 Contact list r1 080111 Contact list r2 080111 Contact list r3 r1 Number of revisions

  13. If there is a revision the following day, please change the date and revision no. Example: 080112 Contact list r4 2

  14. Once finalised, add the word “Final” at the end of the filename 080112 Contact list (Final)

  15. 3- Filing Label for Physical Files

  16. EXAMPLE: Files (with labeling & racking)

  17. 4- Filing Compactor Space DirectoryFor Physical Files

  18. 5- Electronic Folder Color Coding

  19. RULES & REGULATIONS 1- Only Records Coordinator can upload documents to the Filing System. Other users can only view, copy and print the documents.

  20. RULES & REGULATIONS 2- Only Records Coordinator can request a folder to be added to the M: drive, a modification to the access rights of a folder, and the modification of the filing scheme You MUST provide all the necessary information for your request to be processed! Including who can access the file if it is Classified for example.

  21. RULES & REGULATIONS 3- Records Coordinator must have their HOD’s permission before any of the above modifications can take place!

  22. RULES & REGULATIONS 4- Each Reference Tracker will be owned by a particular Records Coordinator

  23. How to Update a Reference Tracker

  24. How to place a request from Mantis? Under Report Issue Under category choose :Access

  25. Fill up Summary and Description Please provide full information to add a folder Please add new folder PRL 1.9 State Secretary Office(SUK) Please ensure the following people have access to these folders in addition to any existing users: and Submit Report

  26. PHYSICAL FILING SYSTEM

  27. File Cabinet

  28. Cabinet Locking Mechanism

  29. Inside the cabinet

  30. The end

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