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MGT 8 - Organization of Filing

MGT 8 - Organization of Filing

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Published by: Shinji on Jan 22, 2011
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Organization of Filing
After planning a new system of filing, it must be properly organized under any of thefollowing systems:
I.
Centralized System. The centralized filing system may mean keeping (a) all files inone place (b) all files of general interest centrally, while those of purely departmentalinterest are kept by respective department and (c) keeping most of the files indepartments but controlled and staffed from one central point. A centralized filingsystem provides for the housing of all important records in one location within theorganization. In other words, it means that all papers about the same subjects fromdifferent departments are filed together on common files in the central filingdepartment. All records that need to be retained are forwarded by each departmentto a central records area. Those departments wishing to refer to papers then borrowthe files from the central filing department. Centralized filing is not suitable for a largesized organization because placing the central records in a location convenient for alldepartments is virtually impossible. However, for smaller organizations, a centralizedsystem is more appropriate.Advantages of Centralized Filing1.Effective Control. Control is exercised more effectively because of fixation of responsibility on one individual. Effective control is also possible because of closer supervision within the department.2.Specialization. Specialization of staff results in efficiency in the filing system.3.Uniformity. It leads to uniformity of equipment and filing procedure.4.Elimination of Duplication. Duplication is eliminated as single copy of eachdocument is required for the central file.5.Economy. This system results in the economy n terms of operating cost,equipment, space and overhead expenses.6.Continuity. This program operates continuously even in the absence of someemployees.Disadvantages of Centralized Filing1.Delay. There is considerable delay involved in obtaining the required documentsbecause of the distance involved between various departments and central filingsystem.
2.
Unsuitable Classification. Because of adoption of standard classification of records under a centralized filing system, it may be entirely unsuitable for documents received for the filing from other departments. For example,correspondence from sales department might be more suitably filed bygeographical classification, but the centralized system of classification is analphabetical one.
 
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.
II.
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.
(a)
Convenience
: it facilitates independent filing system involving a singlefiling cabinet which has easy access to the documents.
(b)
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.
(c)
Flexibility in Classification
: depending upon the need of the departments,the system of filing and classification can be adopted.
(d)
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.
III.
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.

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