OFFICE FILING

FILING

Filing is the systematic arrangement and keeping of business correspondence and records to that they may be found and delivered when needed for future references.

A file:    is a collection of papers or documents dealing with one topic or information.

 Or a file is defined as a folder, cabinet, or other container that holds papers for convenient

Storage and reference

A good filing system should have the following characteristics:-

1.       Compactness-it should not too much space especially floor space  for the filing cabinets

2.       Accessibility-The record cabinets should be sited that it easy to access files without disturbing others.

3.       Simplicity- the system should be simple to understand and operate.

4.       Safety-files need to be protected against various hazards like fire, the degree of protection should be given to the documents according to their importance.

5.       Elasticity-it should be easy to expand in future when required  

6.       Economy-it should be economical to maintain and operate, that the system should be flexible and the cost of establishment should be relatively reasonably ,

7.       Cross reference- reference should be provided when necessary. File removed should be noted on out guides and known with whom the mussing file is laying.

Types of filling system

There are basically two types of filling systems:
-Centralized planning and

-Departmental or decentralized planning.

CENTRALISED FILLING

Is the filling system in which all files belong to various departments of the entire firm   are kept at one place under trained personnel.   A centralized filing system is also called Registry
Advantages of centralized filling

-All files are controlled in one place e.g. room.

-A uniform filling system can be established for the whole organization.

-Close supervision and control is possible.

-Development of specialist staff is possible.

-All organization's correspondence on a particular subject are filled together.

Demerits of centralized filling
-Files overcrowded in one place.

-Difficulty to trace a file easily.

-Difficulty to handle many files.

-It is less confidential.

DECENTRALISED FILLING

Is the filling system in which every department in the firm  has to keep its own files using its own filing system.
Merits of Decentralized filling

-Files are quickly available as they are few.

-It is easy to handle files as they are not many.

-It is highly confidential.

-Does not necessarily need a filling specialist as it simple to handle this lead to reduction in

labour cost.

Demerits of decentralized filling

-No uniformity in keeping organization's files.

-Development of specialist filling is not possible.

-Close supervision and control of organization's files is not possible.

-More expenses are likely to be incurred in keeping files in different departments

CLASSIFICATION OF FILLING.

The classification of filing system refers to the basis of arrangement of documents in a folder.

These are :-

Ø  ALPHABETICAL:  is where documents are filed according to the first letter  of either the name of the sender or the subject.

If a number of files are kept, each file is given a tittle and the files are arranged in the alphabetical order in the filing cabinet.

Ø  NUMERICAL: Is where correspondences are arranged according to number rather than letters. The system is usefully for filing order s or either item are  kept in numerical sequence.

An index is necessary for locating the correct file.

Ø  GEOGRAPHICAL: Under this system files are divided according to the place of origin. For example by district in the region. Files within each group are arranged alphabetically.

Ø  CHRONOLOGICAL:  Is where all documents are filed in order of their date of receipt. It is the usual means of filing papers inside each folder.

Ø  SUBJECT: Is where files are classified according to subject heading or topics. The main heading and subsidiary items are in alphabetical order.

FACTORS INFLUENCING CHOICE OF FILING SYSTEM

The system to be used will depend on the need of the organization. The following are the guidelines:-

a.       The number of files and documents that need to be referred

b.      It should be one in which one could take up after a brief explanation, Example alphabetical filing ( simple in use and easy to explain)

c.       There must be possible for expansion and capacity to accommodate new files without the need to change the existing documents example their sequence order.

d.      There must easy reference and minimum possibilities of miss-filing.

e.      A document need not have more than one file or filed under different subjects.

f.        The cost of keeping files must be minimum filing classifications have different equipment and maintenance cost of keeping them.

FILING METHODS.

 Refer top how file covers or binders are kept in the filing cabinets.

The following are main filing methods:

VERTICAL FILING

Is the keeping of files within the drawers, racks or in shelves when they are standing up-right

North to south. The files are normally placed at the top edge of the files which are normally visible

HORIZONTAL FILING

Is the keeping of files in the drawers, racks or in the shelves when one is on top of another.

SUSPENSION FILING

Is the keeping of files vertically while metal bars are affixed on sides of a filing cabinet drawer to

Prevent them from falling off from the filing cabinets.

LATERAL FILING

This is where the files are stored on a shelf or in pockets suspended side by side from frames.  The method saves space because of the great height. The space is fully utilized and files are easily identified.

INDEXING

Is a method of making reference to the files using an index for finding the position of a document

or file in a system quickly and easily.