Only a good filing system ensures systematic preservation of various types of relevant information. An efficient or good filling system provides the following advantages. They make it possible to quickly retrieve (fetch) data. The most common type of filing system used is an alphabetical system. There are two basic rules underlying filing: ALPHABETICAL FILING - filing according to the letter of the alphabetDATE FILING - most recent files on top. This system is necessary to file items according to the day/date received - such as applications for permits or licences or the dates when vehicles in a company fleet were services. Applications are developed independently in file processing systems leading to unplanned duplicate files. Advantage of File-oriented system: 1. A good filing system protects the documents from possible loss or damage. Review some advantages of paper filing before choosing between e-File vs. paper file. ADVANTAGES: Alphabetical filing has several advantages. Backup: It is possible to take faster and automatic back-up of database stored in files of computer-based systems. There are certain benefits like. Although paper files are at your fingertips and easily accessible, they also take up a large amount of space and waste paper. Implementing proper access measures will boost the security of the files. b) The staff should be able to learn and become comfortable with the system in a timely manner. Administrative Function. A file-out card - file-out cards are used in a filing cabinet. Should we break up a category into two categories? Advantages of paper filing. 2 comments. A filing system is the central record-keeping system for an organisation. If you still doubt whether using enterprise digital document filing system will be beneficial or not, here are a few things that will make you reconsider your decision. File documents away at least once a day, or if your organisation is very small you can do it once a week. They are as follows: 1. This means that they must know the method of filing we use. Previous records are base of past records, and they are used as an immediate reference. In a paper-based system, paper, ink, file folders, filing cabinets, filing staff, and other requirements cost money. The process of control is facilitated by good filing system. Don't create new files unless you are absolutely sure the information does not logically fit into an existing file. Look at your list critically: Ask yourself: Can we combine any categories?. Storing files manually ensures no data loss during power loss. A well designed and operated filing system with an effective index can facilitate retrieval and deliver information to users as quickly as they need it.Moreover, a well managed information system acting as a corporate asset enables organizations to objectively evaluate their use of information and accurately lay out a roadmap for improvements that optimize business returns. 2. A good filing system enables the office staff to handle correspondence correctly and quickly. One of the most important reasons why we file is to keep document safe. Filing Cabinet - It is used to keep flat files and suspension or hanging filesSteel Cabinet - It is used to keep big files that need to be locked upDate 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 documentRegister - It is used to record files taken out and files returnedFiling shelves - It is used to file box filesBox file - This is a big file that is used to keep big documents that cannot go into a filing cabinet. Put it on the filing cabinet and also put a key for each drawer on the front of the drawers. Filing facilitates the management in case of securing order from the customer and collecting dues from them also. It is therefore very important to make sure that all papers and files are kept in good condition. To make a filing system more useful, we can group files into CATEGORIES. Some importance of filing: It helps in increasing efficiency of office because filing helps in providing records in required time to make quick decisions; Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. computer systems provide functionalities to serve this purpose.it is also possible to develop specific application program for this purpose. All the incoming and outgoing letters are properly checked and quick disposal of letter is possible if immediate attention is required by any letter. One copy of the letter goes into the SUBJECT FILE. This includes granting different levels of access to files and assigning roles for specific users. 3. This index is called a filing key. They are the same size as the files and are put in the place of the file, which has been borrowed.On the file-out card we write the same information as in the book, i.e. Filing fulfills the legal obligation such as keeping documents according to income tax; value added tax and the like. A filing system can be organized in many ways, depending on the specific needs of the company and the volume of … To keep track of files we need a record of all the files or document that people borrow. Box files and lever arch files can hold more than simple folders. A filing method book could be a small book that we use to explain how we file documents. Library function involves sorting and arranging the records for future reference. Financial records and records that contain personal information should be shredded to avoid the chance that they will fall into the wrong hands. Increase in Employees Productivity and Satisfaction 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. It should be flexible to allow for expansion whenever needed. The name of each file can be written on the page with that letter. 1. … Never allow filing drawers or shelves to become too full. Sub categories could be things like: Some documents may have to filed in two places to make it easier to access the information. In very busy organisations filing is done at least every day and usually first thing in the morning. An effective filing system is basic to organizing files and folders in an efficient manner. It is always a pleasure when someone looks for something and is able to find it without difficulties. This increases efficiency, as the right user receives the correct file. A well-maintained filing system allows vital information to be accessed quickly and saves a company money by saving time. Economy: The filing system should be economical in time, space, money and operations. A filing system is the central record-keeping system for an organisation. Although paper files are at your fingertips and easily accessible, they also take up a large amount of space and waste paper. 1. The folders are placed inside suspension or box files.Suspension file -the suspension files are used to keep documents in filing cabinets. Everyone who needs to use the files should be able to find information quickly and easily. 2. Chronological Filing Chronological Filing: is the placing of individual papers in files according to their dates of receipt. Once you have decided on your categories, you will have to draw up a filing index so that everyone can understand the system you used and find the information they want. 1. Filing enables the executives to take quality decision at time. Filing systems offer advantages and disadvantages to office settings. These can be letters, memos, reports, financial records, policy documents, etc. Write up a filing key by listing all the categories and sub-categories in the order they are filed in. Advantages of Good Filing System. Correspondence could be one category that takes up a whole drawer of our filing cabinet. All the incoming and outgoing letters are properly checked and quick disposal of letter is possible if immediate attention is required by any letter. Advantages: 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. 5. For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. We file information so that we can find it easily. Library Function. A good system of indexing i.e. Whatever the reason for keeping all of that paper around, take a moment to discover some of the benefits of implementing an electronic filing system in your office. which goes well with the filing methods provides the following benefits. Here are some ways that we can do this: Things Highly Productive People Do-Filing…, Correspondence with members of the public, All letters are filed under correspondence, All membership cards are filed under number. The chief difficulty in office management is not filingbut in finding. When people take files out of the filing system, or they take documents out of a file, we must ensure that they don't lose them or forget to bring them back. For example:The MINUTES file is written on the M page. Advantages: We file documents that are sent to us by other people or organisations. 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. Step 3: Follow upCheck that the letter has been dealt with. The original letter together with a copy of your answer goes into the SUBJECT FILE.2. For example you may have a category for "funders" and for "correspondence". There are many possible advantages and disadvantages of patents. For example: An index book can also help us to find files. Give everyone a copy of the new categories as soon as possible. A vertical filing system may just be the one your office needs. The advantages of indexes are as follows: Their use in queries usually results in much better performance. What sub-categories do we need? Home / Blog / 5 characteristics of a good filing system. Sort all your documents out into piles that you think belong together.2. Filing is the core of records management. Then only a document, which is needed for reference in future can be traced out and made available. ... (To see the space required for a table, use the sp_spaceused system stored procedure in a query window.) Advantages (i)The method is quite simple if the dates are known or remembered (ii) This is good for overall classification, for example, correspondence could be separated based on different years. Why should oganisations have a good filing system; Filing means keeping documents in a safe place and being able to find them easily and quickly. There are advantages and disadvantages to traditional filing. This means that each document entered into the system is categorized and registered according to specific properties (that your business can define). In your funders category you will have a sub-category for each major funder and you will sometimes have to file a letter from a funder in that funder's file as well as in your fundraising correspondence file. Customers do not like to be asked to supply copies of the earlier communication but they can only indicate invoice number and/or reference number with date. Records management | Advantages of good filing system, Choosing Office Location | Urban | Rural | Merits and Demerits, Office Layout | Open Office | Meaning | Advantages & Disadvantages, Essentials or Characteristics of a good filing system, Office System | Meaning | Need and Importance | Principles, Subject & Chronological Classification of Files | Merits | Demerits, Miscellaneous Reports | Meaning | Types | Contents | Explanation, Weaknesses of Trade Union Movement in India and Suggestion to Strengthen, Audit Planning & Developing an Active Audit Plan – Considerations, Advantages, Good and evil effects of Inflation on Economy, Vouching of Cash Receipts | General Guidelines to Auditors, Audit of Clubs, Hotels & Cinemas in India | Guidelines to Auditors, Depreciation – Meaning, Characteristics, Causes, Objectives, Factors Affecting Depreciation Calculation, Inequality of Income – Causes, Evils or Consequences, Accountlearning | Contents for Management Studies |. Documents that are cared for will not easily tear, get lost or dirty. Disadvantages (i)The method could be unsuitable … Use a sorter to help you file and remember to file by date order. We need to keep these documents for future reference. Advantages of Using Digital Document Filing System. It is important to remember that if you have employees, or share files with clients, your system needs to be easy for everyone to understand. Answer (1 of 1): Disadvantages of File Processing Systems include: 1. A good filing system is a thing of beauty. Efficiency: The office staff can easily locate and use the records properly without any delay under good filing system. Classification can be defined as the process of selecting headings under which documents are … Advantages: Terminal digit systems have the advantage of distributing sequentially created records throughout the filing system, rather than placing them physically together. Give each pile a category name.3. The process of control is facilitatedby good filing system. You can, however, combine some of these methods. The process of sorting out the document on some definite basis is called classification of filing. It also helps all people who should be able to access information to do so easily. Chronological filing system is good for overall classification because records may be separated month-wise. In a lateral filing cabinet, the files are side by side through the length of the drawer. Determining whether a traditional filing system is right for you depends on your business. Put away those you cannot file in filing trays. Keeping information in files is only useful if we, and everyone in our organisation, knows how to find the documents we need. Much like the paper filing systems of old it doesn’t really matter how you decide to organise your files as long as it makes sense to you and anyone else who may need to access your files. In particular, this system has the following points to its merit. Determining whether a traditional filing system is right for you depends on your business. Security. The required papers and documents can be easily located. The filing system should allow the insertion of additional documents without disturbing the existing order of files. They are kept in shelves. 1. Merits of Chronological Filing System. It is essential to determine the nature of each and every document, sort them on a predetermined basis and then filed. An effective filing system will save you time and minimize the chance that you will lose important documents and records. Here are some of the main reasons why a good office filing system is an absolute essential for every single business.
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