Filing

Introduction:

During the course of performing official activities, different documents are created inside the office. Different types of written documents are used in office. Some documents are coming to office and some documents are to be send outside. These documents will be useful for future references. They should be preserved for future references in such a way that they are safe and easily retrievable whenever required. With the help of these documents new plans and policies can be prepared. Filing serves the systematic and scientific way of storing and preserving documents.

The filing system can be divided into traditional and modern systems. Misil and box filing are traditional systems of filing. Similarly, the flat and vertical filing system are modern filing systems.

Filing is the process of organizing the document and records in a proper and systemic manner for future reference.

According to J.C Denyer, "Filing is the process of arranging and storing records so that they can be located when require."

Important Question Answer:

1)What is filing? What are the objectives and importance of filing? 
Filing is the process of organizing the document and records in a proper and systemic manner for future reference.

According to J.C Denyer, "Filing is the process of arranging and storing records so that they can be located when required."

Objectives/Importance of filing:
The following are the objectives of filing;
a) To collect documents: The primary objective is to collect document from different sources.
b) To preserve the documents: The other objective of filing is to maintain safety and preserve them safely so that we can easily get in future without any delay.
c) To provide evidence of past event: The documents preserved in files can be used as evidence against any sort of disputes between or among employees and management or two different organizations. Hence, filing provides the necessary evidence to a particular agreement or contract.
d) To provide information: Information means notice and knowledge. The filing only can preserve various important documents containing information. So, we can get information whenever required. The information are provided to the shareholder, customers, suppliers, government at the time of necessity.
e) To provide promptness in the work: Filing brings speed in the functioning of routine works by making the required documents and letters available to the staffs quickly at the time of need.
f) To make plans and policies: Past records are essential for making plans and policies. It is only possible when there is good filing system.

Types of Filing System:
i) Traditional Filing Method
a) Misil Filing
b) Box Filing
ii) Modern Filing Method
a) Horizontal Filing
b) Vertical Filing

Method of Filing:

Introduction:

Filing is done to keep the record safely and retrieve when necessary. There are different method to keep file. Some of them are discussed below;

1) What is Alphabetical Filing Method?
Ans: The process of arranging and classifying documents in a drawer or cabinet in order of alphabets on the basis of their names is called alphabetical filing. Alphabets are arranged as per the dictionary system in this method. For example; A, B, C, D, ....................Z alphabets in English.

Advantages of Alphabetical Filing Method:
a) It is simple and easy to operate.
b) There is no need for any separate indexing for this kind of filing.
 c) It is economical.
d) It is flexible as the required additional documents can be added and the unnecessary files can be easily remove.
e) This system is very appropriate for small as well as big organizations.

Disadvantages of Alphabetical Filing Method:
a) It is difficult to arrange the documents whose of those person whose names are same.
b) Secrecy cannot be maintained as the name of person or organizations are written at the top and any person can access easily.
c) It is not suitable for large organization where documents and files are uncountable.
d) Chance of misfiling because of wrong spelling of words or names.

2) Numerical Filing Method:

The act or process of arranging the documents and letters of an individuals or organizations according to serial number is known as numerical filing method. The files are arranged in order of numbers i.e. 1, 2, 3, 4, 5, ...............for the identification of files.

Advantages of Numerical Filing Method:

a) It is flexible because numbers of documents can be added and deducted as per the need.
b) It is comparatively more confidential than alphabetical filing method.
c) Easy to arrange the files according to serial number.
d) Easy and prompt to locate the files because separate index is provided.
e) It is scientific and systematic method.

Disadvantages of Numerical Filing Method:

a) Expensive as compared to alphabetical method because it need separate index, drawers and trained staff is needed.
b) Time consuming because it takes more time to arrange and take out the file.
c)Unsuitable for small organizations.
d) It is more complex and difficult to understand.
e) Qualified staff having special knowledge of filing is required.

Difference between Alphabetical filing and Numerical filing method:

S.No	Alphabetical Filing Method	Numerical Filing Method
1	Files are arranged on the basis of alphabets.	Files are arranged on the basis of numbers.
2	Low secrecy can be maintained.	More secrecy can be maintained.
3	Name, address, phone numbers, etc are written on the face of the file.	Only numbers is written on the face of the file.
4	It is economical.	It is expensive than alphabetical method.
5	Staff with no special knowledge of filing also can maintain the files under this method.	Staff with special knowledge of filing is required to arrange this type of filing method.

3) Geographical Filing Method:

The process of arranging and classifying documents and letters on the basis of the name of place like regions, districts, zones, cities, villages, and blocks is called geographical filing method. The main geographical region is sub-divided into smaller places.

Advantages of Geographical Filing Method:

a) It is simple to understand and easy to handle.
b) Both alphabetical and numerical filing method can be adopt under this method.
c) Suitable for those offices which deals with several places.
d) It consumes less time in locating the required documents because of provisions of separate geographical guide.

Disadvantages of Geographical Filing Method:

a) It is an expensive method because a separate index is required.
b) It is difficult to locate the file of different people.
c) It needs trained and expert staff.
d) Less secrecy as the names of places are written on the files.

4) Subject Filing Method:

The process of arranging all the documents on the basis of a particular subject is called subject filing method. Under this system, documents are classified into different subjects and sub-subjects.

Advantages of subject filing method:

a) It is simple and easy to operate.
b) It is flexible as it has greater capacity of expansion.
c) It is easier to locate documents.
d) All the documents related to one subject can be available in one files.

Disadvantages of subject filing method:

a) It is very expensive.
b) Difficult to locate file when subjects are not mentioned.
c) It is not suitable to large organizations.
d) This method cannot be used for miscellaneous documents due to having no specific subject.

Modern Filing System - Vertical and Horizontal Filing System

Q1) What is vertical filing system? List its advantages and disadvantages.
Ans: The way of keeping on files vertical or standing position in the support of each other is called vertical filing system.

Advantages of Vertical Filing System:

a) The document remain very safe as a special kind of folder and drawer is used.
b) It is very suitable for large organizations as large number of documents can be place in its folder.
c) It maintains secrecy.
d) It is flexible.
e) Easy to find out.

Disadvantages of Vertical Filing System:

a) Time consuming.
b) It is comparatively more costly as special kind of folders and drawers are needed.
c) Expert and experience personnel is required to maintain this type filing system.
d) It cannot be afforded by small organizations having limited sources.
e) Chance of missing paper as it is loosely kept.

Q2) What is Horizontal Filing System? What are its merits and demerits?
Ans: The system of filing where files are kept one upon another is a sleeping or horizontal or flat position is called Horizontal Filing System. There are two methods of horizontal filing method;
i) Flat File
ii) Lever (Arch) File

Merits/Advantages of Horizontal Filing System:

a) It is easy to and understand and operate.
b) It is suitable for small as well as large organizations.
c) It consumes less space as files are kept one upon other.
d) It is more safety as documents are tied with lace.
e) It is economical.

Demerits/Disadvantages of Horizontal Filing System:

a) It is not flexible.
b) It need more time for punching, fastening and loosening the lace or clip.
c) Documents cannot be increase after certain limit.
d) Chance of getting the lost of evidence due to the possibility of disappearing words and figure while punching the documents.
e) Difficult to locate the required document or file quickly.

Q3) What are the difference between Horizontal and Vertical Filing System?
Ans: The following are the difference between horizontal and vertical filing system;

S.No	Horizontal Filing	Vertical Filing
1	Files are kept one upon other in a flat/horizontal position.	Files are kept in a standing/vertical position.
2	It is suitable for both small and large organization.	It is suitable for large organizations only.
3	Documents are kept in files by tying with lace or clips.	Documents are kept in loose position.
4	It needs more space.	It needs less space as compared with other.
5	It is not flexible.	It is flexible.

Traditional System of Filing

Q1) Introduce traditional filing and explore differences between misil system and box filing.
Ans: The filing system based on traditional and old fashioned mostly used by small or government offices still in our country is called traditional filing method.
The following are the differences between Misil system and Box filing:

Misil Filing	Box filing
Documents are preserved in the pieces of clothes.	Documents are preserved in a box having hinges.
It is mostly used in government and administrative offices.	It is used in all kinds of offices.
Documents are not safe in this system.	It ensures maximum protection to documents and papers.
It is comparatively more economical than box filing.	It is bit more expensive than misil filing.

Q2) What is misil filing? Show its merits and demerits.
Ans: The systematic way of keeping all the documents related to a particular case in a red piece of cloth especially in an administrative and court office is called misil filing. The documents are arranged in a chronological order.

Merits/Advantages of Misil Filing:

a) It is simple to understand and use. b) It is easy to find because it is equipped with specific number. c) It is economical because it does not need any special equipment. d) It is flexible.

Demerits/Disadvantages Misil Filing:

a) It is unscientific and unsuitable for the offices other than court.
 b) It consumes more time in punching and filing the document.
c) It is difficult and time consuming to locate the documents.
d) It is not a safe kind of filing because the files are kept on floor or in open drawers.

Q3) Define box filing. What are its merits and demerits?
Ans: The system of keeping documents of temporary nature in a special type of wooden or metal box and card board is called box filing system.

Merits/Advantages of Box Filing:

a) It is simple and economical. b) The documents remain safe as the box can be locked. c) The document gets less dust. d) It consumes less space.

Demerits/Disadvantages of Box filing:

a) It is not used by modern organization. b) It is less flexible. c) It is not appropriate for permanent documents and large organization. d) It consumes more time in locating a documents.

What is indexing? Point out its importance. Ans: Indexing is the act of providing indicator to a file and collection of record o make items easier to retrieve. The literary meaning of indexing is an indicator or guide. Indexing is an important aid to filing. Filing without indexing is incomplete.

INDEXING

Importance of Indexing:

The following are the importance of indexing;
 a) It helps to locate the required information of files properly.
 b) It increases the efficiency of office works.
 c) It saves time and effort while searching document.
d) It helps in arranging and preserving the important documents in a systematic and scientific manner.
e) It gives the details information of correspondence.

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