Types of filing system
A. Traditional filing system
Spike or Wire filing
Under this filing system a wire or spike is used to keep temporary types of documents such documents are stitched on wire according to the chronological order.
A. Traditional filing system
Spike or Wire filing
Under this filing system a wire or spike is used to keep temporary types of documents such documents are stitched on wire according to the chronological order.
Advantage
a. It is simple to understand and easy to operate. It doesn't require special skills.
b. It is economical; requires only a piece of wire
c. It requires less space. It can be hung on wall or on the table.
d. It takes minimum time to file a document.
a. It is simple to understand and easy to operate. It doesn't require special skills.
b. It is economical; requires only a piece of wire
c. It requires less space. It can be hung on wall or on the table.
d. It takes minimum time to file a document.
Disadvantage
a. It is not suitable for large offices.
b. It is inconvenient to take out the needed file. All the files should be taken out if needed file is in bottom.
c. The documents may tear out while inserting in wire.
d. The file is kept in open area. Secrecy cannot be maintained.
Pigeon or Pocket Filing
In this system an almirah with several small holes (looks like pigeon holes) is used to keep document. Such documents are kept in alphabetical order.
a. It is not suitable for large offices.
b. It is inconvenient to take out the needed file. All the files should be taken out if needed file is in bottom.
c. The documents may tear out while inserting in wire.
d. The file is kept in open area. Secrecy cannot be maintained.
Pigeon or Pocket Filing
In this system an almirah with several small holes (looks like pigeon holes) is used to keep document. Such documents are kept in alphabetical order.
Advantage
a. It is simple to understand and easy to operate without any special skills.
b. It is economical. Only an almirah with small holes are needed.
c. It is convenient to locate needed documents. Holes are alphabetically arrranged.
d. It protect documents from insects, dust and water.
a. It is simple to understand and easy to operate without any special skills.
b. It is economical. Only an almirah with small holes are needed.
c. It is convenient to locate needed documents. Holes are alphabetically arrranged.
d. It protect documents from insects, dust and water.
Disadvantage
a. It is unsuitable for large offices.
b. Pigeon holes have limited space, all files cannot be kept.
c. There is possibility of misplacement of documents in pigeon hole.
d. It is time consuming to file a new documents and find needed documents.
e. Pigeon holes are open, there is lack of secrecy.
a. It is unsuitable for large offices.
b. Pigeon holes have limited space, all files cannot be kept.
c. There is possibility of misplacement of documents in pigeon hole.
d. It is time consuming to file a new documents and find needed documents.
e. Pigeon holes are open, there is lack of secrecy.
Card board Filing
A card board having paper flaps with laces are used in filing process where documents are kept in chronological order. The card board is tied with laces at last.
A card board having paper flaps with laces are used in filing process where documents are kept in chronological order. The card board is tied with laces at last.
Advantage
a. It is simple to understand and easy to operate without special skills.
b. It is economical, card board are cheap.
c. It requires little space.
d. It requires little time for filing
e. Documents kept in card board are safe
a. It is simple to understand and easy to operate without special skills.
b. It is economical, card board are cheap.
c. It requires little space.
d. It requires little time for filing
e. Documents kept in card board are safe
Disadvantage
a. It is not suitable for large offices.
b. It is inconvenient to locate documents
c. It has lilted space to hold documents.
d. There is high possibility of misplacement of documents.
a. It is not suitable for large offices.
b. It is inconvenient to locate documents
c. It has lilted space to hold documents.
d. There is high possibility of misplacement of documents.
Pocket or Baggage filing
In this system, all documents of a specified period are kept in a cloth and wrapped. This is the oldest traditional filing system.This system is outdated can be found in government offices only.
In this system, all documents of a specified period are kept in a cloth and wrapped. This is the oldest traditional filing system.This system is outdated can be found in government offices only.
Advantage
a. It is simple to understand and easy to operate without special skills.
b. It is economical requires only a piece of cloth for filing.
c. There is little chance of misplacement of document.
d. It requires small space in office.
a. It is simple to understand and easy to operate without special skills.
b. It is economical requires only a piece of cloth for filing.
c. There is little chance of misplacement of document.
d. It requires small space in office.
Disadvantage
a. This system is unscientific. It does not use classification and indexing.
b. It is difficult to locate a specific document in baggage.
c. Documents can be damaged by insects, rats, dust, water and fire.
a. This system is unscientific. It does not use classification and indexing.
b. It is difficult to locate a specific document in baggage.
c. Documents can be damaged by insects, rats, dust, water and fire.
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