Internal memo to your name from john allen marketing

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INTERNAL MEMO To :( Your Name) From: John Allen, Marketing Manager Date: (Today’s Date Subject: Produce these figures in a pie chart forms for me label the sectors clearly and give the chart a suitable title. I need this done quickly for the report on marketing to be presented to the management on Thursday Service Qtr1 Qtr2 Word processing 9000 8790 Computing 4300 6000 Training 11000 10000 Business Advice 4000 49000
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57 CHAPTER SEVEN At the end of this chapter the student should be able to : Describe the filing principles Describe filing methods and classification system. FILING AND RETRIEVAL OF RECORDS This is the system of arranging and storing or records for ease of reference. Reasons 1. To store documents for future reference. 2. To keep record of transaction 3. To avoid wastage of time looking for documents. 4. To provide security of documents. Impact of an improper filing system:- 1. Duplication of work. 2. Inadequate management of work. 3. Loss of documents. 4. Wastage of time looking for documents. Characters of a good filing system:- 1. Simplicity: the system should be easy to understand and simple to operate. 2. Economical: system should be cheap in terms of operation and installation cost. 3. Efficiency : the system should be systematic an orderly for ease of reference. Provide security to documents. Lateral filing cabinet. This is where files are kept together side by side on a lateral cabinet or shelf. Advantages 1. This can store more files than a vertical cabinet 2. Are safe to use i.e. they cannot fall over. 3. Files are visible at glance. 4. Are lockable and provide security. Horizontal filing cabinet It is also called a horizontal plan chest. It has shallow, wide drawers, which are suitable for large documents such as maps, plans and drawing. The documents are kept in a flat position to protect them from damage. FILING METHODS Vertical filing This is where files are kept in an upright position side by side. Horizontal filing Documents are kept in a horizontal position one on top of the other using a horizontal filing cabinet.
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58 Lateral filing This is where files are kept back to back in a lateral position where the labels can be seen clearly from the side. Factors determining choice of filing equipment. 1. Cost 2. Type of documents to b e filed and volume. 3. Space available for filing 4. Speed at which information is accessed 5. Safety in the use of equipment. 6. Safety and security of documents. 7. Level of information technology used in a firm. Paperless filing system The following equipment can be used by companies. Which are advanced I the use of electronic information system. Computers Records or documents are entered into the computer and stored on a back-up [ discs. Micro film Are documents, which are photographed and reduced to a micro size. Such documents can be read using special equipment called microfilm reader.
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