Filing and fining Method

Definition and Purpose of Filing

Filing means keeping documents in a safe place and being able to find
them easily and quickly. Documents that are cared for will not easily tear,
get lost or dirty.
A filing system is the central record-keeping system for an organization. It
helps you to be organized, systematic, efficient and transparent. It also
helps all people who should be able to access information to do so easily.
It is always a pleasure when someone looks for something and is able to
find it without difficulties. In our organizations we work in groups. We
receive and send out documents on different subjects. We need to keep
these documents for future reference. If these documents are not cared for,
we cannot account for all our organizational activities. Everyone who needs
to use documents should know where to get them.

Documents for Filing

We file documents that are sent to us by other people or organizations. We
also file records of all our organizational activities. These can be letters,
memos, reports, financial records, policy documents, etc.
Methods of Filling
1. Vertical

Under this method the files are placed vertically one behind the
other, with the joining end at the top (on which the subject matter
and the number of the file are written). The files are kept suspended
in a hanging position and so there must be some hanging device.
There may be suspending pockets or sacks within which files or
folders can be kept. Therefore, for this method a vertical filing, use
of cabinet is essential. This is the modern method and practiced by
most of the modern offices.

2. Horizontal
Under this method files (flat or bound or box) are placed horizontally on
a shelf or on a table or inside a drawer, one upon another. Shallow
drawers or desk filing are also horizontal methods. This is the oldest or
the most common method. This is practiced when the number of files are
small and modern filing equipment cannot be purchased.
3. Lateral
Files can be placed standing like books on a shelf, one by the side
of another. This is called lateral filing. This is also an old and
common method. This can be practiced even though the number
of files are big.

Files and Folders

Clip folders - they are used for documents that need to be taken out
very often; they hold documents tightly so that they do not fall out.
Folders - paper or cardboard folders are used to keep loose
documents together. The folders are placed inside suspension or box
files.
Suspension file -the suspension files are used to keep documents in
filing cabinets. The files are put into the drawers upright. The
suspension files hangs down from the cradle. These files always
remain in the cabinets but folders inside them can be taken out.
Box files - they are used to keep big documents including magazines
and books.
Lever arch files -documents are kept firm in these files and allow
one to look at documents without taking them out of the file.
 Filing aids:
Filing Cabinet - It is used to keep flat files and suspension or hanging files
Steel Cabinet - It is used to keep big files that need to be locked up
Date Stamp - It is used to date stamp documents that are received on daily
basis so that they are filed in chronological order and so we have a record of
when we received the document
Register - It is used to record files taken out and files returned
Filing shelves - It is used to file box files
Box file - This is a big file that is used to keep big documents that cannot go
into a filing cabinet. They are kept in shelves.

Filing Steps
The following steps are involved for maintaining an efficient filing
routine.

1. Instruction for Filing

A responsible officer should give an instruction for filing in writing.
Then, only the concerned documents and papers are maintained in a
proper file. No document should be filed without such an instruction.

2. Classification
The filing documents and papers are classified according to
the classification system decided in advance. Then, the clerk can file the
received documents and papers. The system of classification is decided
only by the experienced and responsible person to avoid misfiling.
3. Indexing
A code number and a heading for each file is prepared by the filing clerk
and kept the same in the relevant file. Then, the filing clerk will prepare
the index relating to the papers filed by him.

4. Cross Reference
There is a need of cross reference to certain documents and papers. For
which, cross reference cards is prepared and inserted in the relevant
files by the filing clerk for easy reference.
5. Follow up Slip
The follow up action is necessary to purchase order and credit sales. The
details of purchase order and sales are notes down by the concerned
officer. Then, the filing clerk can prepare follow up slip and attaches it
to the relevant file.
6. Issue of Files
Whenever a file is necessary for reference to an executive, he can send
a requisition slip to the filing clerk. Then, the filing clerk can prepare an
issue slip or issue card to know the whereabouts of the file. The file will
be sent to the concerned officer after preparing issue slip or issue card.
Whenever the issued file is received back, the issue slips or issue card is
removed and destroyed.

7. Disposal of Obsolete Files

The inactive files and unnecessary files are transferred to the store
room. When the file becomes obsolete or dead, the same can be
destroyed according to the policy of the management.

Types of Filing:
Alphabetical Filing
This system is best when most of your files are going to be names of clients, patients or
customers.
Numerical Filing

This best when your files consist mainly of numbered or dated material, like purchase
orders or receipts.
Subject Oriented Filing

Most file systems are organized by subject or category, which works well when set up
correctly, but can also be the most confusing when it's not.
 Headings

Title Heading: Part Name

Heading 1: Definition and Purpose
Documents for Filing

Methods of filing
Heading 2:
Files and Folders
Heading2:
Filing aids
Heading2:

Filing steps
Heading 2:
Filing types
Heading 2: