Filing

 

Filing

Filing is the form of record keeping which preserves letters, vouchers, bills, reports, papers and other important documents in a systematic manner. So, filing refers to the systematic and scientific preservation of official document in such a way that they can be delivered whenever required. It is the process of collecting, classifying, arranging and preserving the official records for their quick delivery and availability. It is the part of record management.

The following are the main definitions of filing: -

“Filing is the process of arrangement and storing records so that they can be located when required.” – J.C. Denyer

“Filing is the preservation of letters, papers and documents so that they can be rapidly found out when required.” – M.C. Shukla

Objectives of Filing

1. To collect the documents
   The filing is the process of preserving the records and documents. So, it is the main function of the filing. To preserve documents and records , the documetns need to be collect from different sources. Hence, to collect the documents is the objective of filing.
   
   
2. To preserve the documents
   The collected documents should be preserved properly. The main objective of filing is to preserve the documents. So, the douments must be filied properly so that it will not get lost. The documents should be safe from insects, theif, rats, water and so on.
   
   
3. To provide evidence
   The office received very important letters and documents which can be very useful in future. So, the filing helps to preserve such important files properly in a systematic manner. Those important documents might be needed in future to settle the misunderstanding and dispute.
   
   
4. To provide information
   The filing preserve various important documents containing information. So, whenever required filing helps to provide the information. The information are provided to the shareholder, customers, suppliers, government at the time of necessity.
   
   
5. To provide promptness in work
   Generally, with the help of past records, the daily routine of the office are carried out. The systematic filing of records helps to bring rapidity in work .So, one of the objectives of filing is to bring promptness in official works.
   
   
6. To provide guidance
   Filing of past records and documents can act as a guidance to the office staff to carry out their daily works. It guides the new staff and supports the existing staff to perform their duties effectively.

Need and Importance of Filing

The following points highlight the importance of filing: -

• Filing collects and preserve the required papers and documents for future reference.
• It protect the important files and documents from insects, dust, moisture, water, rats and fire.
• It helps to uplift the image and prestige of the organization.
• It helps to increase efficiency of the office.
• It helps in handling customers and corresponding carefully to maintain the goodwill of the office.
• It helps in formulation of planning for future.
• It helps in providing legal proofs to fullfil legal formal

 

Methods of Filing

. There are four methods of filing. They are alphabetical filing, numerical filing, subjective filing and geographical filing.

Alphabetical filing

Alphabetical Filing System

The way of arranging files or folders with the name of correspondents in drawers or cabinets in alphabetical order is called alphabetical classification. Under this method, the folders are arranged in the alphabetical order. For example, all the folders of correspondence whose name begins with A are arranged together in one group and so on.

Advantages

1. It is simple to understand and easy to operate.
2. It doesn't need separate indexing so it is economical.
3. It is flexible as files can be added and removed easily as per requirement.
4. It can be used for both large and small organizations.

Disadvantages

1. It creates confusion in locating the files of person or organization having the same name.
2. There is no secrecy because the name of the correspondent is mentioned on the tab of the file.
3. It doesn't suit for those organizations where numbers are more important than the name of the correspondents
4. It consumes more time due to a large number of letters.

Numerical Filing System

Numerical filing

The way of arranging the file under which the files of the individuals or organizations are arranged in the drawer in the numerical order as 1, 2, 3, 4, etc. is called numerical classification. It requires recording their name in a register book according to the serial number and the same number is written in the file instead of the name. For example: if Laxmi enterprises Pvt.Ltd is allocated the number 12, all the documents relating to this organization will be found in the folder number 12 and if there is a large number of files then it can be classified and arranged into different files bearing file no. 12.1, 12.2, 12.3 and so on.

Advantages

1. It is possible to maintain secrecy under this filing method.
2. It ensures the quick identification of files due to the use of separate index and guide cards.
3. It is more flexible because addition and deduction of documents do not create difficulty.
4. It is suitable for all types of offices even having the larger number of files.

Disadvantages

1. It is not suitable for the small scale organization.
2. It is more time consuming for the location of files.
3. It is an expensive method as it requires separate index and guide cards.
4. It is impracticable for those where names are more important than numbers.
   Subjective filing

Subjective Filing System

The way of arranging files in a drawer or cabinet according to the subject of the document is called subject classification. Under this method, the papers and documents are classified according to their subjects and filing is made on the basis of such subjects. This classification emphasizes on the subject than the name and number of the correspondents. The files related to a particular subject can also be sub-divided into alphabetical order.

Advantages

1. It is easy to understand and operate.
2. It makes available all the documents to the same subject in one file.
3. It is flexible as it has the benefit of expansion.
4. It is easier to locate the particular document if the subject is known by the users.

Disadvantages

1. It is difficult to locate the document if the concerned subject is not known.
2. It does not make available all document of a single person in the same place.
3. It also does not maintain secrecy as the names of the subjects are written on the files.
4. It is an expensive method as it requires separate index and guide cards.

Geographical filng

Geographical Filing System

The way of arranging files in a drawer or cabinet on the basis of geographical regions is called geographical classification. Under this method, the files are arranged on the basis of town, district, zone, country, and continent. A separate filing cabinets or drawers are fixed for different regions and the files related to a particular region are stored in such specified drawer or cabinet. All the cities and districts in a particular region can be arranged alphabetically.

Advantages

1. It is simple to understand and easy to operate.
2. It is suitable for those organizations which deal with a large number of geographical places.
3. It makes easy to locate the files as it uses different geographical guides and index cards.
4. It consumes less time in searching and obtaining the document because of the separate geographical guide.

Disadvantages

1. It is difficult to find the file if the name of the geographical place is not known.
2. It does not maintain so much secrecy as the names of places are written on the files.
3. It is a very expensive method because it requires various geographical guides and index cards.
4. It is not suitable for the smaller organizations.

 

Systems of Filing

The main systems of filing adopted by different offices in Nepal are: Traditional Filing and Modern Filing.

Traditional Filing System

Traditional Filing System

Traditional filing is used in small and traditional types of offices having a limited number of documents and files. It consists of misil filing and box filing. In misil filing, the documents are collected, arranged and preserved in the chronological order under a certain misil or subject. In box filing, the written documents are collected and preserved in a wooden, metal or paper box in an order of date keeping in loose form. The following are the main types of traditional filing system: -

Misil Filing

Misil filing is the systematic process of collection and preservation of all letters and documents of a particular case in a chronological order in a pile by punching.It is simple, economical, flexible and suitable to court.

Advantages

1. It is simple and easy to understand.
2. It is convenient to retrieve file by using misil number.
3. It is does not require any guide card, drawer, and cabinet so it is economical.
4. It is flexible as unnecessary documents can be removed and new documents can be added easily.

Disadvantages

1. It is unscientific, unsuitable and impractical to the offices other than courts.
2. It consumes more time in punching and filing the documents.
3. It is not the safe type of filing because the files are kept on the floor or open drawer or cabinet.
4. It is not the convenient type of filing. It creates difficulty to add new documents and remove unnecessary ones because the documents are punched and tied together.

Box Filing

Box Filing

The act of collecting and preserving the letters and documents of the temporary nature in a box in a loose position is known as box filing. It is such type of filing under which a box of certain size made up of metal or wood or cardboard is used for filing the documents. All the documents are preserved in a box in a loose manner one after another in a chronological order.

Advantages

1. It is simple to understand and easy to operate.
2. It is economical because one box is sufficient for filing the documents.
3. It provides greater safety to the documents because the box always remains closed.
4. It consumes less space as the box can be kept on a corner of the table or floor.

Disadvantages

1. It is not suitable for large and modern organizations.
2. It is not flexible. Only a limited number of documents can be kept in a file.
3. It is unsuitable for large sized valuable and permanent type of papers.
4. It keeps documents loosely due to which there is a greater chance of misplacement of documents.

Modern Filing System

The tradition filing system is did not meet the requirements of the modern business organization having a large number of documents. Hence, it was replaced by modern and scientific filing system . The following are the main type of modern filing system: -

Horizontal Filing

Horizontal Filing

Horizontal filing is also known as flat filing under which the files or folders are kept in drawers in horizontal or sleeping position in chronological order. The files are kept in a pile one upon another. Under this system, papers are punched and kept in a file by tying with a lace or held using a metal clip attached with the file.

Advantages

1. It is simple and can be operated even without special knowledge.
2. It is an economical system as it requires less equipment and manpower.
3. It ensures safety to the documents as they are punched and tied with lace or clip.
4. It occupies less space because the folders are placed in sleeping position one upon another.

Disadvantages

1. It is difficult to locate the required file due to their sleeping position.
2. It is more time consuming as it requires punching, arranging, fastening, and opening the lace or clip frequently.
3. It is the less flexible system because the file cannot hold a large number of documents.
4. It has the chance of disappearing the words and figures due to the punching of documents.

Vertical Filing

Vertical Filing

The act of keeping folders in a drawer in a standing position with the support of one another is called vertical filing. It is such type of filing under which folders are arranged in a upright position. File are usually made of hard paper and aligned alphabetically, numerically, geographically or subject wise as per office need.

Advantages

1. It discloses the position of all the folders at a glance.
2. It ensures the safety of documents as a special type of folder and drawer or cabinet is used.
3. It is most suitable for huge organizations as a great number of documents can be kept in the folders.
4. It can maintain secrecy because the drawer remains locked.

Disadvantages

1. It consumes more space as the folders are kept in standing position and big cabinets are also needed.
2. It is comparatively more expensive as the special type of folders and drawers are needed.
3. It is not suitable for the small organization due to limited resources.
4. It has the greater chance of misplacing the documents as they are kept in loose forms.

Differences between Horizontal and Vertical Filing Systems

Bases of differences	Horizontal Filing	Vertical Filing
Position of folders	It is a system under which folders are arranged in a horizontal position.	It is a system under which folders are arranged in a vertical position.
Position of papers	It keeps papers in files by tying with lace or clip.	It keeps papers in folders in a loose position.
Chances of losing documents	It has less chance of losing documents because papers are tied together with a clip.	It has a greater chance of losing documents because papers are kept in a loose position.
Economy	It is an economical system as only files are necessary for preserving papers.	It is a costly system as it requires special folders, drawers and guide cards.
Flexibility	It is not flexible because the file cannot hold a large number of documents.	It is flexible. Each folder has greater capacity to hold papers.
Quick reference	It does not provide quick reference to locate documents.	It provides quick reference to locate documents.
Protection	It provides limited protections to papers as files are kept in an open drawer.	It provides maximum protections to papers as files are kept in cabinets with lock.
Suitability	It is suitable for small as well as large offices.	It is suitable only for large offices

 

ndexing

An index card

The process of finding out the proper location easily and quickly is known as indexing. It is an essential tool for proper and efficent management of office. Indexing guide the person for easy and quick location of the required the file. Indexing helps to increase efficiency and save the time of the office.

The following are the some of the main definition of indexing: -
“An index is anything that indicates or points out. Its prime function is to act as a guide to a body of data or to the collection of funds.” – J.C. Denyer
“Indexing is a system which helps to locate the position of files quickly and easily.” – Saxena

Importance of indexing in filing

Indexing is a part of filing. The filing is incomplete without indexing. The indexing helps to locate the files and folder easily and quickly whenever required. The following points highlight the importance of indexing in filing: -

1. Indexing helps in preservation of documents in efficient and organized manner.
2. It helps in prompt retrievel of files as and when required .
3. It helps to maintain the secrecy of the information and documents.
4. It gives the detail information of the correspondent like name, address, telephone number, file number, financial position and trading and manufacturing items.
5. It provides a summary of the records for the quick reference.
6. It saves time and effort while searching out a document by providing a ready reference.
7. It increases the efficiency of the staff in carrying out their assigned duties.
8. It also brings rapidity and efficiency in filing and other regular functions of the office.