EFFECT OF GOOD FILING SYSTEM ON PRODUCTIVITY OF A SECRETARY

1.1 Introduction

Secretarial documents are filled in order to retain them in good condition, for record purpose and to survey them for effective, detailed investigation of information management for easy retrieval. Secretaries now have many technologically advanced office gadgets to ease their jobs and enhance proficiency and productivity leading to improved access to goods and services globally (Wofersohn, 2001). For the secretary to be abreast with the changing times, face the challenges and overcome the old ways of doing things she or he needs training requirements in recent times to help meet organizational objectives. The roles of secretarial professionals have been turned around by technology. It has provided the tools that shift the role of secretaries from that of information recorders to business strategists (Appah and Emeh, 2011).

As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Research hypothesis and questions, Limitations of the Study and Definition of technical terms.

1.2 Background of Study

In spite of the much talk of the paperless office, a considerable amount of information is stored in hard copy (i.e paper) form. This is because people still prefer to see information on paper. In our offices today, the large number of information being received daily is stored in a safe place rather than being thrown away. This however, is because the information coming into our offices will also be needed in the future. Furthermore, a large number of papers and documents cannot be received and handled without proper arrangement(s).

In an organization where documents are not filed, the average office worker spends more time than is necessary in searching for documents, which he/she cannot even locate. Meanwhile, since the emergence of the filing documents are now always handy and readily available in our office today and time which have been wasted in looking for such documents therefore, does not only save time but makes the retrieval of information in the offices very easy and less demanding.

Moreover, modern organizations do not rely on the memory of its functionaries. According to Ahukannah (2002), a record of all the activities of the business must be kept. Personnel matters, sales figures, balance sheets, progress of work, cash flow, bank accounts, incoming and outgoing mails must be documented. All information received by the office on behalf of the organization must be properly recorded. It is the function of a filing staff to record, keep and retrieve all useful information, which the organization may need from time to time.

Documents are filled in order to retain them in good condition, for record purpose and to survey them for effective, detailed investigation of information management for easy retrieval. Effect of good Filing enables the organization to handle correspondence properly and with minimum delay. Filings also provide materials, which are tendered as evidence in law courts. It ensures adequate protection of documents against theft, and damages.

According to Cray Forth (1997), an office without a good effect of filing systems and classification is bound to fail its dealings within and outside the organization. Therefore, the importance of a record filing systems and classification cannot be over-emphasized. When documents are properly surveyed and filed, it makes it easier for one to refer to a particular document at any point in time. Though according to Elendu (1995) a faulty survey of filing systems and classification makes the record keeping of an organization a tedious job because the information’s are not readily handy and available. Without proper filing, documents used in the organization may become rumpled and untidy and this will not represent the best interest of the organization to its public.

A misfiled document or misplaced file can cause havoc and in certain circumstances have potentially disastrous results, especially with the huge amount of information now being required by organizations. If files are not well classified, it makes it difficult if not out–rightly impossible for the documents to be retrieved. Besides, if a survey of good filing systems and classification is faulty, previous time is wasted in searching for documents. A good effect of filing systems and classification of fillies helps for easy reference and minimizes misplacement of documents.

Therefore, in Federal Polytechnic Nekede, Owerri where the research was carried out, the activities that was conducted is to know the Effect of Good Filing System on Productivity of a Secretary.

1.3 Statement of Problems

Investigation revealed that the statement of the problem is an indisputable fact that a good effect of filing systems and classification in the productivity of a secretary is necessary for the efficiency and effectiveness of the personnel department since the department has a place in virtually every establishment or organization. Nowadays, organization has become complex with modern changes in technology. Administration responsibilities are posed with challenges from all quarters. As a result, the secretary as a partner of the executives is not left out. Similarly, the secretary is held to have a versatile knowledge of all what it takes to achieve the objective of the organization especially as it relates to handling of documents and visitors.

However, the secretary in this instance has to possess the skill of written and oral communication. Besides, files are to be kept in order both efficiently and effectively too for easy retrieval in order to enhance the productivity level of staff of the department, to identify the type good filing system and classification in use in the personnel department of the federal Polytechnic Nekede, Owerri because in the past, documents are not filed effectively and that has led to misplacement of files.

1.4 Aim and Objectives of Study

The aim of the study is to investigate the Effect of Good Filing System on Productivity of a Secretary using Staff Personnel in Federal Polytechnic Nekede, Owerri as a case study. In achieving this aim, the following specific objectives were laid out as follows:

1. To identify the type of filing classification adopted by senior staff personnel Department of the Federal polytechnic Nekede, Owerri;
2. To identify the personnel involved in handling office filing in the department;
3. To identify the filing equipment used in the department;
4. To determine the efficiency and effectiveness of the system and classification in use; and
5. To determine the extent to which the effect of good filing system and classification has enhanced the productivity level of staff of the department.

1.5 Research Questions

The study came up with research questions so as to be able to ascertain the above stated objectives. The specific research questions for the study are stated below as follows:

• To what extent has the filing system and classification enhance the productivity of a secretary?
• What type of filing equipments are used in productivity of a secretary?
• Who are the personnel involved in handling office filing in the productivity of a secretary by the personnel department of federal polytechnic Nekede Owerri?
• What type of filling system is adopted by the personnel department federal polytechnic Nekede, Owerri?
• What is the level of efficiency and effectiveness of the good filing systems and classification in the Personnel Department of the Federal Polytechnic Nekede, Owerri?

1.6 Research Hypothesis

In order to pursue the objective of this study, the following generalized statements have been designed to guide and aids in obtaining the result for the experiment to be conducted. For this work, the null hypothesis will be represented with H0 while the alternative hypothesis will be represented with hypothesis H1.

Hypothesis One

• H0: Good filing system and classification does not enhance the productivity of a secretary in Federal Polytechnic Nekede, Owerri
• H1: Good filing system and classification enhance the productivity of a secretary in Federal Polytechnic Nekede, Owerri

1.7 Significance of Study

The study will be of benefit to the personnel department since it will throw light on their survey of filing systems and classification with a view of getting them to improve and adapt to changes.

The study will be beneficial to the students of the Federal Polytechnic Nekede, Owerri since it will enable them know the filing systems and classification in use and to ascertain which filing systems to adapt in a situation.

The study will also be of benefit to the department of Secretarial Administration because it will enable them to adapt to the most suitable filing systems so as to enhance quick retrieval of information.

This study will be of immense benefit to other researchers who intend to know more on this study and can also be used by non-researchers to build more on their research work. This study contributes to knowledge and could serve as a guide for other study.

1.8 Scope of Study

The scope of the research is focused on the Effect of Good Filing System on Productivity of a Secretary using Staff Personnel in Federal Polytechnic Nekede, Owerri as a case study. The scope of this study will help in the Personnel department to file documents efficiently and effectively for easy retrieval.

It will also help the Personnel to know or identify the type of filing systems and classification in use in the Personnel Department of the Federal Polytechnic Nekede.

1.9 Limitations of the Study

During the course of this study, many things militated against its completion, some of which are:

1. Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
2. Establishment Policies: Establishment policies posed a serious limitation as most staffs are not ready to release information needed for this project work. There were lots of information needed from the staffs of this establishment to enhance the study which took them time to release or they did not release at all for security purposes, hence the scope was reduced.
3. Research material: availability of research material is a major setback to the scope of the study.
4. Frequent power failure: This made the researcher append more money on fuel to ensure sustainable power.
5. Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet, questionnaire and interview).

1.10 Operational Definition of Terms

Morale: This means the moral conditions of workers regarding discipline and confidence.

Discipline: An enforced compliance or control.

Efficiency: The extent to which time is well used for the intended task.

Motivation: An incentive or reason for doing something.

Performance: It is the act of performing, carrying into execution or action.