Filing System

Filing System
According to Zene K. Quible, "Records refer to the informational documents utilized by an organization to carry out its various functions".
Every business unit, educational institute or any other type of organization, all have to keep records in proper manner so that in future they can be referred to easily and without any interruption.
Filing system is fundamental requirement for proper record keeping as there are huge records that every organization has to keep in safe custody for future reference.
Essentials of a good Filing System
Simple
Secure
User-friendly
Easy on the pocket
Flexible
Space
Proper labeling system
Importance of Filing
Helpful in management functions
Ready to lend a hand in settling disputes
Safeguarding of records
Healthy control
Quick reference
Helpful for follow-up action
Classification of Files
Alphabetical
Numeric
Alphanumeric
Chronological ( Date wise)
Subject-wise
Geographical
Types of Filing System
Centralized filing system:- all records are placed in one central location in the office. It is used when a large number of people need access to the files.
Decentralized filing system:- this system locates records in different rooms within an office.
Developing a Filing System
Assign Responsibility
Gain Support
Collect Information
Analyze Records
Develop a filing system
Implement System
Train Users
Follow-up
Methods Of Filing
1. Old methods
Bound book
Spike or Pillar
Pigeon hole filing
Press copy book
2. Modern methods
Horizontal
Vertical
Bound Book
Al the letters and documents are pasted in this book in chronological order to avoid the possibility of misplacement of paper
Spike or Pillar file
This method uses a spike or wire fixed on a small wooden stand and all the letters are inserted into the spike and they go on collecting it.
Pigeon Hole Filing
This method involves a cupboard divided into small blocks. These blocks or holes are known as pigeon holes. All the letters and other documents are put into a particular label and then they are put into the pigeon hole bearing that label.
Press Copy Book
This method is used for every type of outgoing letter. Under his method, all the outgoing letters are copied and a carbon copy of letter is kept for record.

Student of Rai Business School-New Delhi

Sanjeev Kumar Singh