Filing
Filing is the important function of an office. For the fulfillment of predetermined objectives, an office performs so many function in its daily life. One of them is filing which is done by all types of organizations. Filing means storing paper, data, documents, records for the future reference. Without filing system, office cannot give past information to planner, decision maker, visitors, etc.
According to J. C. Denyer, " Filing is a process of arranging and storing records so that they can be located when required."
In conclusion, Filing is a systematic and scientific process of classifying, storing and preserving written documents, records, papers, files for future reference. Filing provides safe storage and quick location of records. It is the most important part of record management.
Purpose/Objective of filing
To protect letters and documents
All the past records can be used for future reference, records, data or as a proof so it should be preserved. The proper filing system helps to protect documents , records, files for future from water, heat, fire, insects, thefts, etc.
To provide evidence in case of disputes
If there is a good filing system adopted, all the records are preserved, if any misunderstanding or disputes arise the related documents cam be shown as the evidence.
To save the time and increase efficiency
If the proper filing system is adopted, the filing system gives all the information about the documents and files which can be located easily which saves time increase efficiency at the time of searching files and records.
To provide data for formulating plans and policies
Plans and policies are formulated by top level employees in the base of past records and past records can be found through good filing system.
To help in quick decision making and prompt action
By the help of proper filing system, decision maker can get information about past records easily. With the past experience decisions can be made quick and prompt actions can be taken.
Importance of Filing
We know that, filing is the systematic and scientific process of preserving the past records for the future reference. By the help of scientific and systematic filing system, an office can easily preserve the records which are useful at the time of decision making, preparing budget, formulating plans and policies. Past records are saved for future by the organization using modern filing system.
Protection of records
Filing system adopted and used by the organization protects the documents, papers, data, information, files and so on from water, dust, theft, heat. fire and so on.
Future planning and control
With the help of past information, decision maker or planner prepares plan and policy on the basis of past records. Those records are provided by good filing system.
Legal requirement
Some documents, contract paper, certificate of incorporated, registration etc. should be preserved by the organization. They are important legal files.
Increase in efficiency
With the help of up-to date filing system, documents papers data can be find out when required without extra efforts and costs. Therefore it increases in efficiency.
Help in Solving disputes
In the organization, there may arises disputes that can need some proof to solve. In that time, good filing system helps to provide the related documents as a proof to solve the disputes.
Ready reference
The documents, files, datas safely preserved can get access to the file whenever needed s ready reference. Good filing system keeps the documents as a ready reference.
Follow up actions
With the support of past data, organization can take action to the parties if necessary. The follow up action cannot be performed without good filing system.
Qualities of good filing system
Qualities of good filing system means essential factors of the good filing system. The organization and office uses so many filing devices for the preservation of records. The filing system which is adopted by an organization should have following qualities.
1. Simplicity
Filing system adopted by an organization or an office must be simple and easy to understand so that everybody can easily understand. Anyone without skill knowledge should be able to operate it.
2. Flexibility/Elasticity
The filing system which adopted by an office or organization should be able to increase, decrease easily if necessary on the basis of volume of transaction. It must be flexible.
3. Economy
Economy means less expensive. A good filing system must be economy or less expensive. Filing should not create more expenses to the organization. all the devices, equipment used in filing should be according to affording capacity.
4. Safety
The filing system adopted by an organization or an office must keep the files and records safe. It should preserve documents from fire, theft, water, insects, rats, dust, etc.
5. Compactness
Compactness means minimum space. Space is very important things in modern organization. The filing system adopted by organization must occupy less space.
6. Accessibility
The filing system must be easily accessible without extra cost and effort. It should be easy to file new documents and prompt to get the file when required.
7. Suitability
On the basis of capacity, size and growth of organization, filing system must be suitable for the organization. It should be suitable to increase, decrease, or change as per requirement.
