3.Accumulation of Records. Over a period of time, all unwanted documentsaccumulate into a big heap.4.Lack of Secrecy. The confidentiality of records may be very difficult to maintain.
Decentralized System. A decentralized filing system is one in which the records of each department are housed within that department until it is finally disposed off. Thissystem is more widely used because it allows control over them and has immediateaccess to their own records.
: it facilitates independent filing system involving a singlefiling cabinet which has easy access to the documents.
Savings in Time
: as it does not involve searching of documents (as in thecase with central filing system), it saves time in locating the records.
Flexibility in Classification
: depending upon the need of the departments,the system of filing and classification can be adopted.
Maintenance of Secrecy
: as records are not exposed to others, it ispossible to maintain secrecy within every department of the organization.Disadvantages of Decentralized Filing1.Duplication of Equipment. It leads to excess investment on equipment aseach and every department must have its own filing equipment.2.Occupies More Space. As filing function is involved in every department itoccupies more space. Thus, the available space is wasted under decentralizedfiling.3.Lack of Uniformity. As each department has its own record system, a lack of uniformity exists in the total records system.4.Duplication of Records. As each department may retain copies of the samerecord, this practice encourages duplication in records.
Combination Records System. It is a compromise between centralized anddecentralized filing system. Under this system, a central filing department is used for all documents of a general nature. All other documents will be filed in thedepartments with which they are especially concerned. Under this system of filing,the responsibility is assigned to the records manager who establishes the network for the operational procedures of the system. This system combines the advantages of both the centralized and decentralized system of filing.