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Resources » Articles/Knowledge Sharing » Education »
Filing and its essentials
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Filing is one of the most important tasks in any office. If the proper records are not kept and filed so that they can be retrieved when they are needed, then they serve no useful function. Filing can be an extremely complex task with very intricate systems. Filing systems may be direct or indirect and require an intervening index to be accessed.
Whichever filing system or systems you may adopt for your office, keep these two evaluative principles in mind. First, the simpler the filing system is to use and to teach, the better it will serve your long-term needs. Simplicity in filing systems sacrifices specificity or locality precision, but gains much in ease and speed of use. The second principle is to file records in the scheme that best helps you to retrieve them. The simple form of the proverb is: "file for retrieval." For example, do not file invoices under invoice numbers if you retrieve them by vendor name.
There is no single filing scheme that is the best for every office. There may not even be a single filing system that is best for every record series within a single office. One needs to remember that the simpler the filing system and the easier its use, the more people will use it and the easier it will be to train filing personnel. Even more importantly, one needs to remember that the filing system adopted should allow one to file for efficient retrieval.
Advantages of filing system are:
1. It provides safety of records and protects them against insects, weather and other risks.
2. It provides for quick references for any letters and documents required.
3. It helps in prompt handling of mails, records and documents are well preserved as in the case of legal records.
4. Past records provide valuable information for policy making.
5. A good and efficient filing system helps the manager in arriving at a proper decision in the proper time.
Essentials of a good filing system:
The quality of filing system determines the efficiency of office work. A good filing system should have the following features they are:
1. Simplicity: The filing system adopted should be simple to understand and easy to operate. It should not be simple to the extent that it looses the vary purpose of filing the records.
2. Economy: The filing system adopted in an office should not be too expensive or costly to operate. The cost incurred on the installation of the system and operating it should be commensurate with the benefits accruing from it.
3. Adequacy: Filing system should be adequate for the purpose in view. For instance a small office need not install very costly and sophisticated filing system.
4. Flexibility: The system should be capable of expanding and contracting whenever business conditions as applicable.
5. Safety: It is extremely important that papers and documents preserved should be safe from dust insects, theft, bad weather, fraud and mishandling. To achieve this proper type of filing equipments should be used.
6. Easy locations: Documents and papers should be capable of being easily located whenever required.
7. Indexing: It is an important aid to filing and helps in quick location of files. If the number of files is large it should be supplemented by a well designed index system.
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