Filing
Records
are the valuable assets of every organization. They need to be preserved
safely. Filing is used to keep the records safely so it is a form of record
management. Filing is a systematic process of arranging and keeping the
business records for the future reference. Business collects the different
records from inside and outside the organization. These records are kept safely
and efficient manner so that they can be available quickly and easily which is
called filing. According to J.C. Denyer, “Filing
is the process of arranging and storing records so that they can be located
when required.” According to George Terry, “Filing system is the method of keeping papers in an accepted file
according to pre-determine system so that they can be easily as well as quickly
found.”
Based on above definition, it can be
concluded that the process of arranging and storing the records for the future
reference is called filing. Filing is done with the various purposes as
follows:
- Proper arrangement of records:
Office deals with different records
day by day. Records have their own importance and categories. Filing makes the
proper arrangement of such records by classifying and analyzing for the proper
views as per the requirement.
- Careful storing of records:
The importance purpose of filing is
to keep the records and documents safely. Collected records may have their use
in the future. So, filing keeps the records safely from insects, fire, water,
theft, misplacement, etc. and makes available for the future use.
- Easy availability of records:
Filing not only keeps the record
safely but also arranges them in a systematic way which facilitates on the
availability of records in a minimum effort.
Importance of filing:
- Future references:
Human have limited memory power. We
cannot remember everything. So, filing keeps the records safely for the future
reference.
- Planning and policy making:
Management requires facts and
information to make plans, policies and decisions. Filing provides such facts
and information.
- Increase efficiency:
Filing makes readily availability of
information without delay. It facilitates to run the business efficiently.
- Written evidences:
Filing keeps the written records
safely which can be present as an evidence in the court to settle disputes.
- Promote goodwill:
Filing keeps the past records of
customers and helps to deal with them accordingly which promotes companies
goodwill.
- Statutory requirements:
Filing keeps all the records safely
which are useful to fulfill the statutory requirements.
- Protection of documents:
Filing system is important to
protect the valuable documents as well.
Qualities of good
filing system:
Filing is maintained with certain
objectives so it must consist some important qualities to fulfill its
objectives. Some important qualities of good filing system are explained below:
- Suitability:
The good filing system must be
suitable according to the size and nature of organization.
- Safety:
The main purpose of filing system is
to provide safety to the records sot he good filing system should provide
enough safety to the documents from fire, water, insects, rat, etc.
- Rapidity:
The good filing system should
facilitate the availability of records in a minimum time and effort.
Types of filing:
The commonly used filing system can
be classified into two types as follows:
I.
Traditional filing system:
Traditional filing system consists
following important types:
§
Baggage file: (Pokey file)
Different types of personal
documents such as ownership certificate, bills, etc. are packed in a piece of
cloth under baggage or pokey filing.
§
Wire files: (Spike filing)
Under wire filing different types of
bills, vouchers, receipts, etc. are inserted in the wires at houses.
§
Pigeon hole or Docket filing:
Under this filing a wooden drawer
having so many holes like pigeon next is used in which records are kept under
different classifications.
§
Cardboard filing:
Under the filing records are kept in
a thick card board and bound with rope and such files can be kept into a
drawer.
§
Box filing:
The method of keeping the records or
documents in a thick cardboard box or wooden or metal box is called box filing.
II.
Modern filing system:
Traditional filing method are proved
unscientific and unsystematic due to increased size of business and its
records. Traditional method fails to
achieve the purposes of filing. In this respect, some modern methods of
filing are evolved which are explained below:
§
Horizontal or flat filing system:
Under horizontal or flat filing a
plastic or cardboard file is used in which records are inserted date wise or
name wise or subject wise. The paper of records are punched by the punching
machine and orderly inserted into the clip. The files with records are kept
into the clip. The files with records are kept into the drawer and number is
given to each file which facilitates to find out the files or records easily.
In the modern age, flat files are commonly used in different offices.
Flat
filing system is very simple because an ordinary person can operate it easily.
It is economic as well because the materials used on it bear low cost. The
number of files can be increased or decreased as per the requirement so it is
flexible.
Despite
of above advantages it suffers from some drawbacks such as time consuming, more
space, limited capacity, lack of safety, etc.
§
Vertical filing system:
Vertical filing is developed to
remove the drawbacks of horizontal filing. In this system, records are kept in
the files and they are kept in a cabinets in a vertical position. It is the
scientific method of filing in which documents do not need to be tied up of or
clipped. In this filing, separate files are prepared for every customers or
related papers. In this filing, some important materials are used such as
files, cabinets, guide cards, absent cards, etc.
Advantages:
a. It is modern and scientific method
of filing.
b. Records or documents can be kept
safely.
c. It facilitates to keep large number
of files in the cabinet.
d. It is flexible because number of
files can be increased or decreased.
Disadvantages:
a. It is experience because it needs
special and expensive cabinet.
b. It requires special skill to
operate.
c. There is probability of
misplacements of records because records are not tied up in the file.
§
Suspension filing:
It is an improved form of vertical
filing. In this filing, the files are kept in a drawer that they do not reach
to the bottom. Iron rods are fixed in the both sides of the drawer and folders
are suspended with the help of clips and folders or files remained in a
suspended position. Suspension filing avoids the drawback of misplacement of
records in vertical filing. (Less change of misplacement of records)
§
Lateral filing system:
It is the advance method of filing.
Under this system, records are kept in a special type of folder like an envelope
and the folders are suspended in a drawer with the help of hooks in a drawer.
§
Open shelf filing system:
In this filing, a tall or big shelf
with many planks is used. The shelf may be without door or with door as per the
requirement. Files are kept in the planks as like as books in the library.
Files are kept based on the number and dividers are kept to divide the files
according to the subject matter.
Classification of
filing:
Classification
of files refers to the process of making groups of file according to their
common feature. Some important types of classification are as follows:
Ø
Alphabetical classification:
It is simplest and popular form of
classification in which files are arranged in an alphabetical order. In this
filing separate file is maintained for each person or organization and they are
arranged alphabetically in the drawer.
Advantages:
a. Easy to understand and operate.
b. Facility of self indexing.
c. Facilitates flexibility.
d. Quick reference.
Disadvantages:
a. Time consuming in big organizations.
b. Difficulty in case of same name.
c. Chance of misplacement is high.
Ø
Numerical classification:
Numerical classification of filing
is very important and popular type of filing. When the files are arranged based
on the number assigned to them is called numerical classification or filing. In
this classification, a number is fixed to the particular file of customer and
the files are arranged serially based on the number. When the records are to be
maintained in a large volume then numerical classification becomes essential.
Advantages:
a. Greater accuracy in filing.
b. It is more flexible method of
filing.
c. It facilitates easy and quick
reference.
d. Index can be used for other purpose.
Disadvantages:
a. It is expensive than alphabetical
classification.
b. It consumes more space.
c. Difficult to arrange miscellaneous
papers. (records)
Ø
Geographical classification:
The process of classifying the
records or files on the basis of different location is called geographical
classification. Under this filing, files are arranged or classified in geographical
order. Separate shelves are maintained for each location and the files are kept
in respective shelves. Geographical classification is suitable to those
organizations which have business in many geographical locations.
Advantages:
a. Easy to locate files or records if
the location is known.
b. It makes possible to evaluate region
wise sense progress.
c. It is direct and simple method of
filing.
Disadvantages:
a. It requires the support of indexing.
b. It is time consuming.
c. Little knowledge of geographical
location creates problem.
Ø
Subjective filing:
The process of classifying or
arranging records based on the subject matter of correspondence or record is
called subjective classification or filing. Under this classification records
are classified based on different subject matter such as sales, production,
account, etc. and records related to one subject are kept in one file. When the
subject matter of dealing carries high importance that subjective filing
becomes essential.
Advantages:
a. It has possibility of unlimited
expansion.
b. Easy to locate files or records.
c. It provides complete information
about same subject.
Disadvantages:
a. It is time consuming.
b. It is very difficult to classify the
subject matter.
c. It is costly.
Ø
Chronological classification:
The process of classifying and
arranging the records and documents on the basis of date is called
chronological classification. It is the popular method of arranging vouchers,
bills, reports of purchase and sales, newspapers, etc. It is easy method of
filing but not suitable for the big organizations having large number of
records.
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