FILING

Filing refers to the process of classification and designation of records to the correct location
in the file plan.
Filing system is the method for organizing and storing documents or information. There are
two systems of filing that an organization can implement:
Centralized filing involves all of the records being held in one location in the
organization. This type of filing ensures that there is greater control over the files which
enhances uniformity and consistency.
Decentralized filing scatters the filing in all areas of the organization. It is most useful when
there is only one primary user of a specific record. This type of filing reduces misplacement
of files and limits the accessibility of files thus promoting confidentiality.
Modes of filing
Physical filing can be effected in the following modes:

Alphabetical Filing-This is the arranging of records in alphabetical order. This

proves to be most helpful when records are retrieved by name or topic.
Alphabetic files can be arranged either in a Dictionary order which involves each
subject being allocated its own problem or Encyclopedic order which entails subjects
being grouped into major headings.
Subject Filing System-Subject filing method involves the record manager assigning
a phrase that distinguishes the file from the rest of the other files and this will serve
as the title to that record. It involves the use of a file or records descriptive features
or underlying subject to act as its signature.
Miscellaneous Filing-The primary aim of this filing is to act as a temporary
holding area for files that are of no utility value to the organization.
Geographical Filing-This is a filing system that arranges records in an alphabetical
or numerical order based on the geographical source or destination of the record.
Chronological Filing-A chronological system is most useful for records that are
created and monitored on a daily basis. Folders are arranged by sequential date order.
It is use of both letters and numbers to organize records.
Types of Filing systems

Alphabetical Filing Color by Letter - most popular way to file, mainly because
people tend to be most comfortable thinking about names
The Agbor System - It breaks down files into smaller groups, thus easier to find
them. It is typically used with the in conjunction with the alphabetical system and is
based on the second letter of the file’s name
Numeric File System Color by Numbers - This is the perfect system for thousands
of files in sequential order, it makes file retrieval faster
Terminal Digit Filing (2 Terminal Digits) - Instead of reading numbers from right
to left it is read from left to right
Subject Filing System/Administrative filing -This is the arranging of documents
in given subjects. It is filling by descriptive features instead of name or number
Miscellaneous Filing - This is a great way of holding miscellaneous files that
have documents received and either need to be stored for a short time or are not
important enough to warrant their own file.
Geographical Filing - Geographical filling operates generally per province or
country. The files could be arranged alphabetically or numerically
Chronological Filing - Chronological filing is done by date. Usually, you will find
this type of filing in copies of freight bills and cancelled cheques. It is normally used
when little or no reference is made once the transaction is complete
 Alpha-numeric Filing System - It is use of both letters and numbers to organize
your files
Importance of a filing system

Continuum of Records-A filing system ensures that there is perpetuity of

information and records. This is to say that a filing system ensures retention of records
and information in an organization for future reference.
Organizational efficacy-Filing systems reduce the time required to retrieve records
and information and this culminates to a shorter decision-making time for the
organization
Communication uniformity within an organization and between organizations.
A filing system ensures that there is uniform communication in an organization by
accurately categorizing and organizing records and information so that their retrieval
and dispatch from any organizational level are constant.
Easy orientation of new personnel in handling and retrieving files. Where there
is a set system of record storage such as a filing system, there is ease in familiarizing
record protocol to new personnel and also personnel that have been newly transferred
to that division of the organization.
Ensure compliance of legal and audit record retention standards. There are
statutory requirements that will be expounded in the next chapter that oblige
organizations to maintain certain records that are crucial such as employee
records and tax remittances. A filing system ensures that these records are well tended
to and inventoried.
Integrity of records. Records remain complete and accessible despite changes in
agency organization, personnel, and records keeping technology.
Records Retention and Disposition. Separates records with different retention
values to assist retention and disposition activities.

Modern Technology in Records Management

Records Management Application - A records management application (RMA) is a
software which can manage records throughout their lifecycle. It can be used to categorize
and locate records as well as dispose of the electronic records maintained in its repository
when they are due to be destroyed according to an approved records schedule.
Types of Technology Applications

Specialized filing equipment to improve the storage and retrieval of records

Document conversion technology such as optical imaging and microform to reduce
the volume of paper on site and allow more efficient workflow
Document indexing software to allow for retrieval of documents in multiple ways
Document tracking and control systems to enable you to track documents or folders
from creation to final disposition
Special purpose programs that allow you to automate specific aspects of records
management such as records schedules or retiring records
Software to allow for storage and retrieval of electronic documents
 Electronic forms programs to improve workflow and increase the usability of
information contained on the forms

COMMUNICATION
Communication is the art of transmitting information, ideas and attitudes from one person to
another.
Elements, Channels and Types of Communication
Elements

Sender
Receiver Message
Medium and Feedback.
Channels

Print communication channels include inter alia; Memos, brochures, newsletters,

reports, policy manuals, annual reports and posters. Print communication is much
used in law firm and courts inform legal opinions, advocate to client letters, and
internal memos among, court pleadings among other legal documents.
Electronic communication channels include among others; email and voice mail,
intranets, blogs, podcasts, chat rooms, business television, video conferencing, instant
messaging systems, and electronic. This mode is very relevant in the legal profession
especially where advocates use emails to communicate to their clients and colleagues.
Face- to- face channels of communication on the other hand include inter alia;
speeches, focus groups, team meetings, social events, social events and gatherings.
Face-to-face
 communication is used by advocates especially inter alia; when interviewing clients
and making oral submissions in court.
Listening as a channel of communication is one of the most important
communication channels used and consumes most of the time. The effectiveness of
listening as a channel of communication relies heavily on effective listening skills. It
is instrumental in ensuring learning, understanding, and conflict resolution.
Types

Oral/verbal communication-This is where information is relayed to the receiver by

word of mouth. This covers among others, telephone calls, interviews, group
meetings, staff meetings and formal presentations.
The advantage of oral communication is that the information is speedily conveyed
and feedback is automatically achieved. The message however can be distorted more
easily.
Written communication-This is where information is conveyed through writing. It
relies heavily on clarity, conciseness and organization of the author.
Written communication is preferred to because it gives tangible information that can
be verified. The disadvantage is that it is time consuming and lacks feedback.
Non-verbal communication-this largely relates to behavior rather than spoken or
written communication. The information sent via physical cues such as facial
expression, eye movements, body language and posture, appearance, voice tone and
gestures.
Its advantages include, supporting other communications and providing observable
expressions of emotions and feelings however, misperception of body language or
gestures can influence receiver’s interpretation of message.
The Information Flow Process

Interpersonal Level - At this level information flows from individual to individual,

face to face. The two communicators orient to each other as both subject and
object. Different factors enable communication at this level. These include:
Interpersonal trust and Technology. Advantages of interpersonal
communication include the ability of managers to engage with their
subordinates and this not only shows care for the organization, but also care for
their employees thus making employees motivated and satisfied at their jobs
lessening communication barriers.
Organizational Level - There are two dynamic systems of communication in the
organizational level.
These include internal communication and external communication.
In internal communication emphasis is laid in presenting and interpreting facts
while in external communication emphasis is on promoting goodwill and future
business. It takes place within the company so it is between co-workers and here
communication flows in several directions i.e. upward, downward and horizontal.
External communication is communication flow outside the company. It channels
include letters, ads, brochures, websites, catalogues and reports.
 Downward communication - This is communication by top hierarchy with their
subordinates. It is communication that includes orders, rules, information,
policies and instructions.
Its advantages include: Subordinates get useful timely information which helps
them in their work performance, it offers efficiency as instructions and information
come from the sources in power that are able to coordinate activities from the top of
the organization.
Some disadvantages of this mode include: Information can become distorted as it
proceeds through multiple levels of organization hence feedback tends to be slow and
interpretation issues may arise.
Upward communication-This is communication from front-line employees to
managers, supervisors and directors. It keeps employers aware of how employees feel
about their jobs, policies and procedures.
Some of the advantages of this process include: Managers can get feedback
from employees and this helps improve organizational development. It brings mutual
trust which draws employees and managers closer.
some disadvantages are: Filtering happens for example when there is a risk of
punishment the bad parts will be removed and thus distorting information.
Horizontal Communication-It is the transmission of information between people,
divisions and departments with the same level of organizational hierarchy.
Some of the advantages of horizontal communication include: It decreases
misunderstanding between departments working on the same project, increases
motivation and job satisfaction and with this process implementation of top-level
decisions is improved because employees liaise with each other directly in
implementation of the decisions made at the top.
The disadvantages of this process include: Control is hard to maintain and it is
time consuming if vertical communication is required to ratify decisions made during
horizontal communication, in addition, lack of discipline may be experienced if strict
procedural rules were not followed.
Grapevine communication-It is also known as informal communication because
there is no definite route of communication for sharing information. Here
communication passes a long way from one person leaving no indication from where
it started and this may result into spread of rumors.

Communication at National Level

The official communication that connects the public and the government on legislative,
judicial and executive matters is the Kenya Gazette.
Challenges Faced by Advocates in Communication Process

Use of Legalese and the legal profession

Difficulties in identifying and resolving communication problems in practice
Lack of training on good communication skills
Effective Communication
Effective communication involves sending accurate information and receiving feedback that
the message conveyed has been received without distortion. It occurs when someone’s
intended meaning successfully and accurately reaches the target person.
It can be enhanced by:

clarity of the message

use of appropriate language
observing the appropriate timing
active listening
asking questions
observing non-verbal actions or reactions and considering the type of audience one’s
information is going to be conveyed to.
Characteristics of an effective communication

Clarity
Conciseness
Concrete
Correct
Coherent
Complete
Consideration
Barriers of Effective Communication
Communication barriers can be described as the cause of the loss and distortion of the
information during the communication process and may result in total failure of the
communication or an undesirable effect. i.e.

Filtering
selective perception
information overload
emotions
language
silence
communication apprehension
gender differences
political correctness
Barriers to Interpersonal Communication

Language, Culture and Ethnicity

Listening and Attitude
Medium and Noise
Pre-judgment
 Non-verbal signs such as hand gestures, nodding and facial expressions may
interfere with the process of communication if they are not properly used.
Communication Barriers at Organizational Level

formal channels/systems of
communication unclarified assumptions;
too much interpersonal
communication Difference in
status
Job Specialization
Communication Barriers at National Level

Language barrier
Limited transparency in communication
Lack of link between the government and the grassroots