Cc phng php lu tr h s - Ti liu

22/06/2015 03:06

Ti v

Cng vic tip nhn v lu tr h s t ngy ny n nm khc s l mt gnh

nng i vi th k hay bt k ai lm vic vn phng. V th, phn loi - sp
xp lu tr h s l mt vic lm cn thit v rt quan trng. Khng phi bt
k ai cng lm tt nghip v ny c. c cch sp xp h s khoa hc, bn
nn tin hnh theo trnh t sau:

1. Lu theo vn, mu t:
S dng cho h s tn:

H s c nhn: b cc t liu lin quan n c nhn vo ba kp h s

tn (hoc phong b) ring. Bn ngoi ghi tn v mt s thng tin c bn
khc. Bn trong mi h s, sp xp cc t liu theo ngy thng t gn
nht n xa nht.

H s hn hp: sp xp cc t liu theo vn mu t d truy tm cc

t liu.

H s cng mt tn: nu pht sinh lin tc, hy phn loi theo tng giai
on.

Cc h s khc nhau nhng c cng tn : t m ph sau tn, hoc s

dng ba h s c mu khc phn bit.

H s theo ch :

Tn ch cn t c th,

Khng dng ch m h, chung chung

S dng cc tiu v ph cho cc h s theo ch

 S dng cc cng c h tr, nh: th hng dn theo vn mu t, th
hng dn theo ch chnh, kp h s (cng c th to lp trn my
tnh).

Kp h s c th dng cho cc dng: h s c nhn, h s cho mi tiu

chnh.

Cn c mt bng mc lc cc ch trnh vic m h s khng c

trong ch , gy kh khn cho tm kim.

H s theo a danh:

Cn thit lp danh mc cc a danh ging nh mt ch .

Cn c cch tra cu cho theo tn, ch d truy tm (nn dng my

tnh).

2. Lu theo s, m s

H thng lu tr s lin tc (tng dn): n gin, khng ht s.

H thng lu tr s dng s t nhin (nh l mt dng m s), v d: 7-

25-30.

H thng lu tr bng m s: s dng kt hp ch v s, trong thng

thng cc ch l cc m hiu, cc s ch th t trong m .

3. Phng tin v thit b lu tr

Phng tin giy: t k tiu chun vn phng, t k m (khng ca), t

k di ng, t k an ton, t k xoay, t k c bit c phm n, t k
lin hp, thit b h s quay, thit b bnh xe,

Phng tin in t: a mm, a cng, a CD-ROM, chp vi phim,

Vt dng b tr: nhn ba kp, nhn th ch dn, nhn ngn ko h s,

ba kp 'out'

D s dng phng tin lu tr g, p dng vt dng h tr tm kim

no, th vic p dng khoa hc k thut vo cng tc ny l rt quan
trng trong thi i ngy nay, m ph bin nht hin nay l my vi tnh
c nhn.

4. Sp xp h s theo s v theo thi gian

Phng php s phn loi cc h s th thun tin, c bit khi cc ti

liu c nh s.
 Phng php ny c th th hin theo nhiu cch. C th c mt h
thng k s cui. Khi h thng ny c thc hin bng cch c s t
phi sang tri, n gip loi tr nhng sai st v ngi ta khng c thi
quen c theo cch ny v do s cn thn hn khi c.

Phng php s cng c c dng phn tn hot ng lu tr v

cho php d dng ly ra nhng ti liu khng cn dng n na.

Nhng thun li: N c th d dng m rng;n mang li mt s bo mt

no ;n cho php nhn din hiu qu cc mc;v s h s cng c th
cung cp mt s tham chiu.
Cc bt li l: Chi ph d chun b mt ch mc v thi gian thc hin iu
; v nu cc ch s trong cc s tham chiu b i ch, mc s b a vo
sai h s m khng may thay, iu ny rt d xy ra.
5. Sp xp h s theo trnh t thi gian

Cc ti liu c lu tr theo mt trnh t thi gian no , c bit l

theo ngy thng hoc c th theo thi gian pht sinh, c bit l theo
ngy thng hoc c th theo thi gian pht sinh.

Cc h s c th c chia theo ngy, tun, thng, qu hoc nm ty

theo s lng ti liu c lu tr.

H thng ny thng c s dng phi hp vi mt trong nhng

phng php phn loi khc. Do , l iu ph bin khi h s c lu
tr theo th t ch ci v s dng trnh t thi gian bn trong h s.

Thun li: H thng ny rt tin li v tit kim c khng gian nhiu nht
v cc h s c th c lu tr ngu nhin v vic truy cp tm kim c th t
ng nu a ch l chnh xc,v d: nh l bit tn file.

Nhc im: Phng php ny gp nhiu kh khn trong vic bo qun d

liu v khng gi c trong thi gian qu lu.

6. Sp xp h s theo vn, mu t

Phn loi theo th t ch ci c da trn tn h s. Vic phn chia

thnh nhm nh h thng c th t c trn mt c s khoa hc,
ngha l bng cch hi xem nhng tn no thng hay bt u nht
trong mt quc gia.

Nhng s phn chia h thng c th c xc nhn v mt thng k.

Mt khi quyt nh nhng s phn nhm ch yu th chng c th
c chia nh thnh nhm nh hn. Nn c th cho php m rng
nhng nhm ch yu v nhng nhm nh ny gim thiu bt k vic
chia nh no hn na sau ny.
Thun li: l tham chiu trc tip c trao i cho h s do khng cn
ch mc, dng nh y l mt cch lm d dng lu tr h s, d hiu, v
c th nhanh chng kim sot xem c bt k ti liu no b lu tr sai hay
khng.
Cc bt li ca phng php ny bao gm: nu c nhng tn thng dng,
c th trng nhau.
Phn loi theo th t ch ci c da trn tn h s. Vic phn chia thnh
nhm nh h thng c th t c trn mt c s khoa hc, ngha l bng
cch hi xem nhng tn no thng hay bt u nht trong mt quc gia.

7. Sp xp h s theo ch :
y l mt bin th ca phng php phn loi theo th t ch ci, trong
cc ti liu c sp xp theo phn loi ch yu ca tiu ch , v d nh
bo him hoc bt ng sn. Trong nhm ch yu s c nhng phn loi nhm
nh hn.

Thun li:
Phng php phn loi theo ch d dng v tin li cho vic m rng. N
cng mang li mt phng php hu ch khi cc ch c xc nh r rng
v khi ngi ta quen thuc vi n th vic truy cp s d dng hn.
Kh khn:

C th c vn phi thit lp nhng phn loi thch hp, thng i

hi rt nhiu tham chiu qua li v i khi cn c mt ch mc phc tp.

Thng khi kiu phn loi ny c dng th s hnh thnh mt h s

ln cha cc mc linh tinh vi rt nhiu ti trong , trong khi trong
mt h thng lu tr tt th mt h s ch cha ng nhng ti c
lin quan. iu ny dng nh do s min cng m mt h s ring
bit cho tng ch trong h s linh tinh.

8. Sp xp h s theo a l

Khi dng phng php a l, cc h s c sp xp theo cc a im

nh qun, thnh ph cho phn loi ch yu. Sau c th s dng cc
phn loi nh hn theo mu t.

Phng php a l i khi c gi l sp xp theo a im. iu ny

l d hiu v nim ca n n gin v ngi s dng khng sm th
mun cng s quen thuc vi nhng khu vc a l c lin quan.

Thun li: N cho php mt s ngi s dng nhng h s cng mt lc m

khng gy cn tr cho nhau; n d hiu; v truy cp thun tin nu bit a
im.

Bt li:
 Ngi s dng cn phi c mt hiu bit no v khu vc a l c
lin quan, c bit khi c mt s tn ni chn tng t; phi bit ni
chn ca mt thng tin; v phng php ny cn c mt ch mc h
tr.

H thng a danh cng rt c ch trong cc hot ng nh nghin cu

th trng qung co trc tip bng th t bu in v d bo thi tit.

9. Qun l phn tn theo b phn

u im

Trnh c s tr hon khng cn thit

D dng thc hin

Tch bit h s vi cc b phn khc

Nhc im:

C s trng lp khng cn thit ca thit b v h s trong cc b phn.

Nhn vin thc hin khng c hiu qu v h phi thc hin nhiu cng
vic khc nhau trong vn phng.

Khng thng nht trong cc b phn dn n kh qun l chung

Nhng ti liu quan trng kh bo mt.

Nhng vn bn c lu tr cc b phn ch gi mc ti thiu v

tm thi.

10. Qun l theo tp trung

Qun l tp trung c th gip gim s trng lp h s v thit b, tit kim thi
gian sp xp hoc phn phi theo yu cu do c nhn vin chuyn trch thc
hin.
11. Nhng h thng lu tr hin i
Mt vn ch yu ca lu tr ti liu l chng chim khong trng khng
gian qu ln. c hai bin php khc phc cho iu ny:

S dng rng ri vi phim gim thiu kch thc v gi li cc h s;

S dng rng ri vic lu tr bng my tnh, c bit l lu tr bng a

cng nm trong my. Chc nng th 2 ang ngy cng c s dng
rng ri khi m my tnh ngy cng tr nn r hn v nh hn.

Sp xp chi tit:
Chn t h s:
ng bao gi ng h s trong cp hay trong nhng ti nh. V nh vy
khng th no qun l c s lng ln h s. Nn:

+ Dng t h s nn c nhiu ngn:

Hy dng nhng ci t ng c nhiu ngn pha trn v c hc t pha di.

Mi ngn c kch thc ph hp vi tng loi h s (thng thng l 28cm x
35cm).

+ Dng t h s treo trn tng:

Trong vn phng c khng gian nh, chng ta nn dng t h s treo trn

tng. Loi t h s treo gn nh c th gii quyt c mt lng ln h s.

+ S dng nhng mu giy ghi ch:

Dng mu giy ghi ni dung ca tng loi h s dn trn tng thnh ca

tng k ring bit. V d trn mu giy ghi ch l "Bo co", ngha l k
cha h s v bo co.

Phn loi h s:

Vic phn loi h s rt quan trng, nu phn loi c h thng th s d dng

cho vic kim tra, sp xp. Nn phn loi theo cch nh sau:

+ Phn loi theo ch :

Trong cng mt loi h s nn chia nh theo tng ch v d nh: bo co,

k ton, hp ng, qung co, tip th

+ Phn loi theo cm:

Trong cng mt loi ch nn chia nh h s theo tng cm v d nh: cm

qu 1, cm qu 2, cm qu 3, cm 4.

+ Phn loi theo nhm:

Trong cng mt cm h s nn chia nh ra theo tng nhm v d nh: nhm

qu 1, nhm qu 2, nhm qu 3, nhm qu 4.

Sp xp h s:
Sau khi phn loi h s xong, chng ta cn sp xp h s mt cch khoa hc.
Nn sp xp theo cch nh sau:
+ Sp xp theo thi gian:
Da theo th t thi gian ca s vic xy ra trong h s sp xp trc sau.
Cn ghi ch cn thn thi im khi tm kim c d dng.
+ Sp xp theo mu t:
Sp xp da theo th t mu t (A,B,C) ca h s. V d mu t T s xp
theo th t: thip mi - thng k th t - tip th. Nh vy Bn cn phi hc
thuc lng Bng Mu t bit v tr ca cc t. Bn cng cn kin thc ny
cho cng vic tra cu t in.
+ Sp xp theo tnh cht:

Sp xp da theo tnh cht ca h s.

V d:
- H s bnh thng - h s mt - h s ti mt
- H s cha gii quyt - h s ang gii quyt cha dt im - h s gii
quyt xong
Lp danh mc h s:

Danh mc h s l bn lit k mt cch h thng h s ca n v. Nh vo

danh mc ny m chng ta c th sp xp, qun l v tra cu h s nhanh
chng.

+ To mt danh mc c th, chnh xc:

Sau khi chn cch sp xp, chng ta to danh mc h s chi tit. Nn a

vo my vi tnh, to cy th mc, vi th mc cp 1 l danh mc h s, th
mc cp 2 l ch h s Nh vy, lc cn tra cu chng ta c th xem
nhanh nh cy th mc trn my vi tnh

+ Danh mc h s phi c cp nht thng xuyn.

Khi a danh mc h s vo my vi tnh, chng ta nn lu li cy th mc

c trc khi cp nht. Nh vy, lc cn xem xt li, chng ta bit c tng
thi im b sung h s mi.

Lu tr h s:
H s phi c lu tr vo mt v tr nht nh khi cn truy cp s nhanh
chng. Lm bn lit k mt cch h thng h s ca n v. Nh vo danh
mc ny m chng ta c th sp xp, qun l v tra cu h s nhanh chng.

+ Dng bt ch nh s gc phi cc h s lu tr.

+ Bn ngoi tp lu tr c nhn in h s t s n s d truy tm.

+ Nn dng my qut (scanner) qut h s vo my vi tnh dng tp tin

*.jpg, nh s lu tr h s.

+ Vo bng tnh Excel lp s lu tr h s, c ch thch bn cnh, dng

chc nng siu lin kt (Hyperlink) lin kt vi tp tin hnh nh cn lu.
Nh vy khi cn xem li h s chng ta ch cn nhp vo s lu tr h s c
t chc nng siu lin kt.

+ Nn lu tp h s vo a CD-ROM. Nu my vi tnh trong vn phng c

c mt CD-Read and Write th tt.