Filing
Concept of filing:
Filing is the process of careful and systematic preservation of letters,
documents, bills, reports, and other important writings for easy accurate
timely and speedy reference. Filing can thus be understood as the basis of
record's management. Success of an office depends on, among other
comprehensive, simple and efficient filing systems. Filing is an important
function of an office.
Purpose of filing:
1. To gather and sort out documents
2. To classify and arrange documents
3. To preserve and store documents
4. To easily locate and readily avail documents
5. To provide information for planning and control
Importance of filing:
1.
Preservation of records
2.
Facility for ready reference
3.
Rapidity in performing office works
4.
Following up
5.
Providing evidence
6.
Maintaining goodwill and building image
Qualities and essentials of a good filing system:
1.
Compactness
2.
Accessibility
3.
Economical
4.
Simplicity
5.
Safety
6.
Flexibility
7.
Easy location for reference
8.
Cross reference
9.
Retention
10. Classification
Types of filing:
1. Traditional filing: This system of filing is
also called an old or conventional filing system. They were in use in the early
days of an office. Some of them are still in use in offices where a small
number of letters, reports and documents are filed. The is a very simple filing
device and tools. Some important system of filing under this category are as
follows:
Wrapped or bundle filing:In this
system, all written documents of a certain period such as a month or a
year are ordered wrapped in a piece of cloth and tied up.
Advantages of wrapped or bundle filing:
1.
Simple and easy
2.
Less expensive
3.
Little chance of misplacing
4.
Consumes little space
The disadvantage of wrapped or bundle filing:
1.
Old and outdated
2.
Unsystematic and on unscientific
3.
Difficulty in locating
4.
Lack of safety
Wire or spike
filing: In this type of filing a very simple tool is used that is
least expensive as well. A thick steel wire with one sharp end and wooden,
plastic or iron round based. The other end is used for filing which can be kept
on the table
Advantages of wire or spike filing:
1.
Simple and easy
2.
Economical
3.
Skill is not required
4.
Small space
5.
Minimum time
Disadvantages of wire for spike filing:
1.
Unsuitable
2.
Unsafe
3.
Unattractive in unreliable
4.
Non-durable
5.
No secrecy
Cardboard filing:In this system,
a thick cardboard is used for filing the documents.
Advantages of cardboard filing:
1.
Less costly
2.
Easy to operate
3.
Safety in use
4.
Preserve.
Disadvantages of cardboard filing:
1.
Non-durable
2.
Time consuming
3.
Limited space
4.
Loss of documents
Box filing: Boxes are used to file letters and documents.
Therefore, this type of filing is called cardboard box filing. However, such
boxes are also made by using plywood and metal sheets. The spring clip is fit
upside this box to tightly hold the paper in these boxes. The documents are
chronologically based one upon another. For every subject, separate boxes used.
Advantages of box filing:
1.
Simple and easy
2.
New training required
3.
Economical
4.
Safety in use
5.
Protection
Disadvantages of box filing:
1.
Temporary system
2.
Not easy to locate
3.
Unsuitable
4.
Misplaced
Pigeon hole filing: This
filing is also known as docket filing. Under this system, wooden or metal
almari having several small components or holes is used for filing the papers
and documents. In the compartment in the almari looks like a pigeon hole, this
filing is called pigeon hole filing.
Advantages of pigeon hole filing:
1.
Simple and easy
2.
Less expensive
3.
Quickly available
4.
Protection
Disadvantages of pigeon hole
1.
Unsuitable
2.
Limited space
3.
Lack of secrecy
4.
Time consuming
5.
Misplaced
Press copy book filing: In
this type of filing, only outgoing letters are preserved for the future
reference. In this system, various latest return and this place during a day
are copied out in a book called a letter book.
Advantages of press copy book filing:
1.
Full knowledge
2.
Protection
3.
Evidence
4.
Easy of location
Disadvantages of press copy book filing:
1.
Difficulty in reference
2.
Difficulty in location
3.
Lack of flexibility
4.
Consumers long time
2. Modern filing: The
filing system was involved and improved considerably over time to suit the
changing needs of an office. Over the years, a system and styles of work of
office have changed significantly. Therefore, the filing system is also bound
to change taking place in the office.
Horizontal file system: Horizontal
filing system is a modern type of filing system. In this system, documents or
letters are chronologically placed in folders one upon another in a horizontal
or flat position
Advantages of horizontal filing:
1.
Simple and easy
2.
Economical
3.
Minimum space
4.
Speedy reference
5.
Safety
Disadvantages of horizontal filing:
1.
Time consuming
2.
Difficult in locating
3.
Inconvenient in reference
4.
Limited capacity
5.
Damaged
6.
Unsuitable
Vertical System filing: In this
system, letters and documents are kept in an upright or standing position in
the specially prepared folder or file.
Advantages of vertical filing system:
1.
Large capacity
2.
Flexibility
3.
Safety
4.
Less expensive
5.
Readily available
6.
Universally applicable
7.
Secrecy
Disadvantages:
1.
Higher investment
2.
Large space
3.
Not easy to operate
4.
Chances of misplacement
Vertical suspension filing: Vertical
suspension filing is an improved form of vertical filing. In this filing drawer
containing documents is fitted with a metal frame from which pocket folders are
suspended
Advantages:
1.
Easy location
2.
Universal
3.
Flexibility
4.
Quick location
5.
Safety
Disadvantages:
1.
Expensive
2.
Large space required
3.
Special skills and training required
Lateral Filing: Lateral filing
is yet another system of filing. It is in fact A slightly modified version of
vertical suspension filing. In the lateral filing system, documents are filed
laterally along the shelf, the pockets having index strips on the visual ends
of the file.
Advantages:
1.
Less space
2.
Quick location
3.
Saving of cost
4.
Flexibility
Disadvantages:
1.
Higher investment
2.
Training required
3.
Unsuitable for small office
Open shelf filing: Open
shelf filing system uses open shelf for storing files like bookshelves in a
library. Files or folders are kept in open shelves either horizontally or
vertically in a numerical order.
Advantages:
1.
Economical
2.
Table for large office
3.
Time saving
4.
Flexible
Disadvantages:
1.
Misplacement
2.
Lack of safety
3.
Unsuitable for small office
Electronic Filing: Electronic
finding is a computer based filing system. It does not store physical
documents, it stores all kinds of information electronically in hard disks,
CDs, memory cards, etc. In an electronic filing system, the operator in tourist
information from documents into a computer. It can contain a large number of
information. Generally, it has no limitation required for information storing,
it can be stored within a few seconds. It does not need a separate index.
defining system is suitable for all types of officers.
Basis of classification of files:
1.
Alphabetical filing
Advantages:
i.
Simple and easy
ii.
No need of index
iii.
Flexible
iv.
Suitable
v.
Useful for all documents
vi.
Facilities grouping
Disadvantages:
i.
Time consuming
ii.
Confusing
iii.
Difficult
iv.
Location
2.
Numerical filing
Advantages:
i.
Suitable for offices
ii.
Accurate
iii.
Flexible
iv.
Easy indexing
v.
Easy reference
Disadvantages:
i.
High cost
ii.
Time consuming
iii.
Not easy to arrange files.
3.
Geographical classification of filing
Advantages:
i.
Simple and easy to understand
ii.
Speedy location
iii.
Suitability
iv.
Time saving
Disadvantages:
i.
Expensive
ii.
Difficult to arrange
iii.
Time consuming
iv.
Complex
4.
Subject classification of filing
Advantages:
i.
Convenient
ii.
Flexible
iii.
Easy to operate
iv.
Easy location
Disadvantages:
i.
Not applicable
ii.
Difficult
iii.
Costly
iv.
Time consuming
