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Filing

A good filing system is important for organizations to keep documents safe, organized, and easy to find. It helps ensure efficiency, transparency, and that all who need access to information can find it easily. Key aspects of a good filing system include using appropriate equipment like filing cabinets, date stamps, and registers; determining what documents to file; establishing a regular filing schedule; and employing standardized filing methods like by subject, alphabetical order, or dates to classify materials. Together, these elements form the central record-keeping system for an organization.

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51 views12 pages

Filing

A good filing system is important for organizations to keep documents safe, organized, and easy to find. It helps ensure efficiency, transparency, and that all who need access to information can find it easily. Key aspects of a good filing system include using appropriate equipment like filing cabinets, date stamps, and registers; determining what documents to file; establishing a regular filing schedule; and employing standardized filing methods like by subject, alphabetical order, or dates to classify materials. Together, these elements form the central record-keeping system for an organization.

Uploaded by

chjsbabu
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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FILING

WHY SHOULD ORGANIZATIONS HAVE A


GOOD FILING SYSTEM:

Filing means keeping documents in a safe place and


being able to find them easily and quickly.
Documents that are cared for will not easily tear, get
lost or dirty.

A filing system is the central record-keeping system


for an organization. It helps you to be
organized, systematic, efficient and transparent. It
also helps all people who should be able to access
information to do so easily.
It is always a pleasure when someone looks for
something and is able to find it without difficulties.
In organizations people work in groups, receive
and send out documents on different subjects.

Documents need to be kept for future reference.


If these documents are not cared for, people
cannot account for all the organizational
activities. Everyone who needs to use documents
should know where to get them.
IMPORTANT THINGS TO KNOW
ABOUT FILING:

1. What do we file?

We file documents that are sent to us by other


people or organizations. We also file records of
all our organizational activities. These can be
letters, memos, reports, financial records, policy
documents, etc.
2. When do we file?

This depends on how busy your office is. In very


busy organizations filing is done at least every
day and usually first thing in the morning. In a
small or less busy office you could file once or
twice a week.
EQUIPMENT USED FOR FILING

Filing Cabinet: It is used to keep flat files and


suspension or hanging files.

Steel Cabinet: It is used to keep big files that need


to be locked up.

Date Stamp: It is used to date stamp documents


that are received on daily basis so that they are
filed in chronological order and so we have a
record of when we received the document
Register: It is used to record files taken out and
files returned.

Filing shelves: It is used to file box files.

Box file: This is a big file that is used to keep big


documents that cannot go into a filing cabinet.
They are kept in shelves.
3. What files are used and
how are they used?

Clip folders: They are used


for documents that need to be
taken out very often; they
hold documents tightly so that
they do not fall out.

Folders: Paper or cardboard


folders are used to keep
loose documents together.
The folders are placed inside
suspension or box files.
Suspension file: The
suspension files are used
to keep documents in
filing cabinets.

The suspension files


hangs down from the
cradle. These files always
remain in the cabinets
but folders inside them
can be taken out.
Box files: They are used to
keep big documents
including magazines and
books.

Lever arch files:


Documents are kept firm in
these files and allow one
to look at documents
without taking them out of
the file.
Methods of filing:

There are 5 methods of filing:

Filing by Subject / Categoría.


Filing in Alphabetical order.
Filing by Numbers / Numerical order.
Filing by Places / Geographical order.
Filing by Dates / Chronological order.
These ways of filing are called classification
and means organizing things that are
alike, together. You can, however, combine
some of these methods. For example, files
that are kept together according to what they
are about we say are subject filing but,
inside each file the documents could be filed
according to date order.

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