Modern Filing

Modern Filing

Flat or Horizontal Filing

Then file is kept in flat position in flat or horizontal filing. Documents are chronologically filed in folder; the oldest document is at the bottom.

Advantage

a. It is simple to understand and easy to operate. No need to have special skills.
b. It is economical. Files are cheap.
c. It needs small space of office; can be placed in drawer or alimirah.
d. It is convenient to locate documents. Classification of documents allow their quick location.
e. It protects document from water, rats, insects, dust, etc.

Disadvantage

a. It requires time for punching and filing a new document and taking document out.
b. The files are kept one over another. It makes difficulty locating needed files.
c. The filing capacity is limited. Different sized documents cannot be filed.
d. Punching and inserting in clips can damage documents.
e.  It is not suitable for large offices.

Vertical Filing

It consist folder that are kept in standing position. It  is folded in the middle to hold documents. It is placed in a drawer in vertical position in chronological order.

Advantage

a. It has large capacity to store documents.
b. Folders can be increased or decreased as per need.
c. It protects document from water, fire, dust, insects, etc.
d. Documents can be quickly located in cabinet which ensures secrecy.
e. This filing system is suitable for all type of offices.

Disadvantage

a. It requires high investment in folders and cabinet.
b. It requires more space to install filing equipment.
c. It is complex can be operated by skill man power.
d. Documents can be misplaced or lost. there is no tied up of documents.

open-Self Filing

Open-self filing is used to keep files, documents openly. In this filing, files are kept in numerical order. This type of filing system have large capacity to store files.

Advantage

a. It has large capacity to store the files, documents.
b. Folders can be increased and decreased as needed.
c. This types of filing system is applicable to all types of offices.
d. Documents can be easily filed and taken out if needed.

Disadvantage

a. It requires high investment on open self.
b. It requires large office space to install filing system.
c. It is complex only skilled man power can operate it.
d. This filing system don't protect the document from theft, dust, insects, etc.