Filing and Indexing

Filing:

What is filing?

Filing is the process of organizing the document and records in a proper and systemic manner for future reference.

According to J.C Denyer, "Filing is the process of arranging and storing records so that they can be located when required."

Objectives/Importance of filing:

The following are the objectives of filing;
a) To collect documents: The primary objective is to collect document from different sources.
b) To preserve the documents: The other objective of filing is to maintain safety and preserve them safely so that we can easily get in future without any delay.
c) To provide evidence of past event: The documents preserved in files can be used as evidence against any sort of disputes between or among employees and management or two different organizations. Hence, filing provides the necessary evidence to a particular agreement or contract.
d) To provide information: Information means notice and knowledge. The filing only can preserve various important documents containing information. So, we can get information whenever required. The information are provided to the shareholder, customers, suppliers, government at the time of necessity.
e) To provide promptness in the work: Filing brings speed in the functioning of routine works by making the required documents and letters available to the staffs quickly at the time of need.
f) To make plans and policies: Past records are essential for making plans and policies. It is only possible when there is good filing system.

Types of Filing System:

i)   Traditional Filing Method

             a) Misil Filing

             b) Box Filing

ii)  Modern Filing Method

            a) Horizontal Filing

            b) Vertical Filing