CSC Files Classification Guide

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CSC Files
Classification Guide
Page 2
RATIONALE
Files are sources of information for
decision making and problem solving.

They serves as records for transactions
involving operations and memory of
events that happened in the
organization.

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Files Classification Guide (FCG) is one
of the tools necessary for the
establishment of a functional records
management program. They use a
standard FCG makes retrieval and
access to files/records fast and easy
for current and future users.
The CSC FCG takes into consideration not only
files that are commonly found in most
organization but also those that are uniquely
CSCs, making it a very useful material for all
CSC Offices.
Page 4
OBJECTIVES
1. Institute standardized classification
and control in the filling of records;

2. Facilitate retrieval of needed records;

3. Systematize the identification of
records subject of disposition actions;
and

4. Maximize use of office area and
facilities for records storage.
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Classification and Arrangement
of Files
A. Categories of Records
1. Accreditation
2. Communications
3. CSC History
4. Examinations
5. Financial Reports
6. General Administrative Services
7. HRD Interventions
8. Information Technology

The following are the major classification
of records in the CSC:
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9. Inventory Lists
10.Inter-Agency Documents
11.Issuances
12.Opinions
13.Other Agency Decisions
14.Performance Appraisal
15.Personnel Mechanisms
16.Personnel Records
17.Plans
18.Programs
19.Publications
20.Records Management Tools
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21.Recruitment and Selection
22.Reports
23.Resolutions
24.Secretariat Services
25.Statuses

The same categories are used in the CSC Files
Classification Schedule
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C. Filling Arrangements
Arrangement of files may be
alphabetical, chronological or
numerical classification or a
combination of two or more
depending on the type of file or
record

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1. Alphabetical Arrangement
a) Name Classification. Classify files/records
according to names of individuals or
organizations and arrange guides and
folders in dictionary order.

Examples
Castro, Agnes Philippine Tourism Authority
De Leon, Jose University of the Philippines
Arrange files following
the sequence of the
letters of the alphabet
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b) Geographic Classification. Arrange
files/records according to place or
location. Alphabetically arrange locations
by province, municipality and municipal
district or city district.

Examples
Albay, Daraga
Batangas, Bauan, Barangay Central
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c) Subject Classification. Classify and arrange
files/records by topic or subject area in
alphabetic sequence

Examples

Speeches
Gender and Development
Political Neutrality
Security of Tenure

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2. Chronological Classification
Examples

Minutes of PSB Meeting
January 12, 2004
March 21, 2004

Arrange files in
sequence by date
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3. Numerical Classification
Arrange files/records according
to numbers that are assigned
consecutively or according to
numbers that represent certain
subject classification.
This classification is usually used for records
that are pre-numbered such as checks,
invoices and vouchers. If records are not pre-
numbered, numbers are assigned arbitrarily
and in consecutive order.
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An example of this classification is the CSC
Resolution as shown below
CSC Resolution No. 070601
In a numerical classification, index cards
should be maintained for cross referencing
by name, subject or geographical area to
help in locating records particularly when
the number is not known.
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For instance, CSC Case Resolutions should
be indexed by name of respondent with
the number of the resolution indicated in
the index. Thus, when the resolution
number is not known but the name of the
respondent is known then the specific
resolution can be easily located using the
index.
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Basic Guides in Filing
For the effective and efficient filing,
maintenance and retrieval of
records, the following procedures
shall be observed
A. Classification of document
Upon receipt of a document review its
contents for proper classification and
check based on the following:
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1. Required action on the
document has been made
2. Enclosures/attachments are
complete
3. Appropriate signature is
present
4. Sequence of materials is in
order
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B. Indexing of Records
Determine the subjects under which
the records are to be filled and cross
reference (if needed)

Prepare an index by selecting the names,
topics, locations, numbers or dates to be
arrangd in tables, lists or cards files.
Proper indexing facilitates retrieval of
records.
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C. Filling of Records
Filing involves the systematic
arrangement and placement of
documents in individual folders files
in the appropriate filing facilities
The following are some pointers in filing:
1. File documents everyday according to the
prescribed filing arrangement. Keep the
latest document on top.
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2. File route slip along with a
document/communication ONLY if it
contains vital information or may be used
for future reference.

3. Staple or use bulldog clips to keep
materials attached to a given document
together.
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4. Keep confidential documents in a
cabinet/shelf with lock. Limit access to
said documents to authorized persons
only.

5. Ensure that the classification title/code
on the edge of the cover is visible to
facilitate search and retrieval.
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D. Labeling of Folders
1. Label folders using the standard index
tabs. As much as possible, use one
kind, size and label of folder.

2. Base the position of labels in the
folder on the classification/sudivision
of records.
For major categories of records, place
labels at the leftmost side of the
partition of the file drawer which should
protrude about an inch above the file
folders
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3. Maintain file folders according to
thickness of folders which can be
gauged by the marks or folds on the
folders.

4. Check file folders regularly to ensure
that documents are neatly filed and
labels are clear and visible. Ensure
that edges of papers/documents do
not extend beyond the edges of the
folder.
For sub-categories, place labels on the
protruding portion of the back cover of
the folder.
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E. Labeling of Cabinet Drawers
Label the drawers of the file
cabintes/shelves based on the
classification of the files inside the
drawers.
F. Transfer of Inactive Files
A. For Offices in the Central Office:
Transfer inactive files/records either
to your own records holding or
storage area, or CSC Records Area or
Archives being managed by IRMO
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B. For Field Offices that have no
records storage area: Transfer
inactive files/records to the Records
Area or Archives of your respective
Regional Offices.
C. In all instances, accomplish the
prescribed form on transferring
records (refer to CSC Records
Disposition Schedule) to the
designated storage area or archives
and have it approved by the Head of
Office.

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