FILING Most of the records have to be preserved for reference in the future, while the same time they must be kept easily available. The way in which it is done is called filling. The filing is a process of arranging and storing records so that they can be located whenever required. The filing system provides the mechanism for on line storage of & access to both data and programs of the operating system & all the users of the computer system. The filing system consists of 2 parts:- A collection of files, each storing related data, A directory structure, which organizes and provides information about all the files in the system. FUNCTIONS OF FILING Filing is the systematic preservation of business correspondence and records so that these may be found and delivered quickly when for reference in future. Filing performs four important functions:- 1. Historical function: Filing preserves records in a systematic manner to reserve as a history of company’s progress. 2. Library function: Filing performs the library functions, especially in large companies under a centralized system. In addition to filing correspondence and records for its own business, the filing department may collect and preserve information relating to outside concerns which may be of use to the company. 3. Administrative function: By preserving records of previous decisions, filing often aids business executives in framing business policies. 4. Information function: Filing preserves in an orderly manner the important records of the business and provides ready information, when desired. Advantages of filing Records are stored under a sustain in order to achieve the following purposes and benefits:- Ready reference: Records constitute the store house of information relating to past events. They can be referred to conveniently if they are filed in a systematic manner and a proper index is maintained of various files. Safety of records: Filing ensures the safe storage of records of different types. Letters and other documents are put into folders and the folders are kept in cabinets. The record can be kept under lock and key and in fire proof almirahs. Thus, records are saved from theft, fire, etc. Documentary proof: Record serves as documentary evidence in case of disputes copies of records can be produced to settle the claims with different parties. Statutory requirements: Records are kept in compliance with the provision of various statutes like companies act, income tax act, factories act, etc. Barometer of progress: Filing make available the records of previous year’s and thus help in comparing the current year’s performance with the previous year. Thus, it is an important aid in measuring the efficiently of the enterprise and various departments. Increased efficiency: Filing increases the efficiency of the office. It makes available to the management the required information with speed and accuracy which is helpful for prompt decision-making. METHODS OF CLASSIFICATION OF FILES The basis purpose of classification of records is to make them conveniently available in future. The important systems of classification are discussed below: 1) Alphabetical classification Under this folders are classified in the strict alphabetical order of the surnames of the customers, all folders of customers whose surnames begins with “a” are placed together in one group, and those beginning with letter “b” in; mother group and so on. The advantages of alphabetical filing are as follows:- It is easy and simple to understand and operate. It is self-indexing. No separate index is needed. It is elastic, i.e., new headings can be introduced at any point without disturbing the classification. It provides a direct reference and offers a quick check so that the chances of misfiling are minimized. The limitations of alphabetical filing are as follows:- It takes a long time to find papers in large systems, and thus reduces the speed of operation. There may be confusion when there are several common names. Papers may reasonably be filed under different headings or may be misfiled because of misspelling of names. 2) Numerical classification Under this method, each customer is allotted a number. All papers relating to a particular customer or supplier or subject are placed in one folder bearing his distinctive number. The folders are arranged in the cabinet bearing his distinctive number. The folders are arranged in the cabinets in the numerical sequence; and guide cards are used to divide them into suitable groups of 10 or 20. The numerical filing may be combined with the alphabetical system. The files may be kept in this order: a1, A1 and so on. Such a system is known as alpha-numerical filing. It is a flexible system of filing as more files can be added when required. The limitations of numerical classification are as under: A separate alphabetical index needs to be prepared to locate the files. For locating any name, index has to be referred every time. The cost of index and space taken by it makes this system expensive. Files for miscellaneous papers cannot be easily arranged. Some files become dead after sometime, but their serial number continues in the list. Slight mistake in putting the number of file can cause much inconvenience and leading to misfiling. 3) Geographical filing Geographical classification is adopted where it is necessary to keep the records according to certain region or areas. The customers are classified according to the regions they represent and their fields are classified according to alphabetical or numerical order. This system is used for maintaining records relating to various regions or areas. This helps in concentrating efforts for increasing sales in certain areas. There may be further sub-classification of geographical areas. The merits of geographical filing are as follows:- Direct filing is possible without reference to the index. Speedy location of files is possible if the knowledge of the system is possessed by the person concerned. The marketing manager can make an assessment of his, success or failure in different regions if the files are kept on geographical basis. The disadvantages of a geographical classification are as follows:- The geographical locations should be known, otherwise misfiling may result. An index has to be prepared for quick and easy reference. For better results, this method should be combined with alphabetical or numerical method of classification. 4) Subject-wise classification The subject-wise system is adopted in offices where the subject of letters is more important than the name of the correspondents. All correspondence or records are filed together by certain subjects alphabetically arranged. Officers, contractors, lawyers, architects, local bodies and educational institutions usually adopt this method. Subject-wise classification is useful in those situations where the name of the subject is more important. This method is most commonly used in libraries. Books are first classified on the basis of subject like accountancy; importance of this method is that the files relating to a subject give all information about it. Subject wise classification has the following advantages:- The classification is scientific because it is based on the basis of subject- matter. Papers relating to one subject are put in one file and made available for ready reference. There is a scope for expansion. Every new subject will have a new file and previous records will not be disturbed. It facilitates easy reference when subject matter is known. This method is very useful when papers of diverse nature relating to some subject have to be kept. For example if negotiations for the purchase of a machine are going on, the entire record relating to it can be put in one file. The disadvantages of subject classification are:- It may become difficult to decide the subject matter of the paper. Sometimes a paper may be related to two subjects. A copy of the paper will have to keep in two subject files. If the correspondence for a particular subject is heavy, then more than one file will have to be maintained. 5) Chronological classification In this system, records are arranged according to the dates of correspondence. Sometimes, even the time on the same date is also considered. Vouchers and invoices relating, to accounts are arranged in chronological order and are filed date-wise. This system may be useful if used along with some other system. The records may be arranged alphabetically. The advantages of chronological classification are listed below:- When dates are known, it is a useful method. It is good for overall classification, e.g. correspondence in different years. It is very simple to operate. The disadvantages of chronological classification are listed below:- It is useful for small business unit. It is not useful when the date is not known. Incoming letters might be separated from outgoing replies. FILING AND INFORMATION MANAGEMENT office organizer sets up filing and archiving systems and updates them on a regular basis. He reorganizes the paper piles lying around on your desk or office floor. Office organizer puts systems in place so that you can locate documents easily. Sort through the piles of office paperwork, arranging for the disposal of unneeded documents and storing the remaining documents in an effective and efficient manner Separate your documents into sensible categories Put your files into chronological/alphabetical order Get rid of unnecessary document duplicates Label your files and filing cabinets so that you can easily find where documents are located Come to your offices on a regular basis to file any new documentation Order the files and labels you need, if required RECORD STORAGE SYSTEMS Many file and record storage systems, such as compact or mobile shelving, automated filing systems, rotary files, open faced shelving, and storage carousels, can save space and time when filing. Lateral mobile shelving lateral mobile shelving - high density lateral compact mobile shelving systems are particularly well suited for perimeter wall installations or narrow office spaces where other forms of high density storage is not possible or inappropriate. Lateral mobile shelving has free rolling flanged wheels which allow for easy movement and complete access. Carriage sections can be easily moved and/or reconfigured as your office environment changes. The lateral mobile shelving system consists of stationary shelving in the back and file storage shelving which slides side to side in the front. This is an inexpensive way to increase the storage capacity of existing shelving or another record storage system. - 2 or 3 rows deep - 3'/3.5' or 4' section widths - 10"/12"/13.2"/15" or 18" carriage depths - unlimited module width this rotating file storage system will give you two times the storage capacity in the same footprint. Filing is easy from either side of this rotating filing cabinet. mobileshelving This space saving filing system will provide the greatest record storage capacity per square foot. It can often double or even triple the file storage capacity of other filingsystems. Mobile shelving, also known as compact shelving, will allow you to maximize your existing floor space. In most situations, you can double or even triple your storage capacity in the same footprint, even when compared to other "high- density" filing systems. This space-saving system is available in two different models, mechanical assist and electric powered. Both systems offer the same space-saving abilities. However, the electric system is also equipped with the most advanced safety system available today. Vertical carousels – Automated filing systems bring all files or records to a standing or sitting workstation. With the vertical carousel filing and storage system, you have the power to call up the exact record from thousands. The flexible vertical carousel can also be used to store almost any type of media, such as letter or legal top and side tab folders, cd- rom, microfiche, optical disks, checks, cards and more. This flexibility eliminates the need for costly file conversions. All these factors add up to: *fasterretrieval *increasedproductivity *lessfatigue *reducederrors *lessemployeeturnover * opportunities for the physically impaired Vertical carousels are designed to house all types of media. Rotating file cabinets can store two times the material in half the space. Rotary files are extremely versatile. Accessories include cd- rom/card drawers, reference shelves, file drawers, security drawers. Rotary files can be customized to fit in any office setting. They can also be fitted with security options such as locking drawers, doors and secure backs. times 2 speed files can be integrated into your office by positioning in a wall opening or alcove to maximize space and created a stream lined look. sample office floor plan using times-2 rotary files. utilized the times 2 rotary cabinet can save your office twice the space! Imagine what you can do with the extra room! Rotary files are double-depth file cabinets that rotate for fast access from either one or two sides. The double depth design allows the rotary file cabinet to provide a far greater filing efficiency and capacity than lateral, vertical, or any single depth storage unit. With dozens of accessories, the rotary file cabinets can store any type of media, including the following: end-tab files, hanging files, binders, cd-roms, tapes, and more. This record storage system provides two times the file storage capacity in the same footprint as vertical or lateral file cabinets. Unit heights: 5-tier = 60-7/8" 6-tier = 71- This 3/8" rotating 7-tier = file 82" storage 8-tier = system 92-1/2" will give Letter sized Letter sized starter, you two starter unit adder combo times Legal unit the heights: storage capacity 5-tier = in the 60-7/8" same 6-tier = 71- footprin 3/8" Legal sized Legal sized starter, adder 7-tier t. Filing = starter unit combo is easy 82" from 8-tier = either 92-1/2" side of this rotating filing cabinet. With dozens of accessories, the rotary file cabinets can store any type of media, including the following: end-tab files, hanging files, binders, cd roms, tapes, and more. This record storage system provides two times the file storage capacity in the same footprint as vertical or lateral file cabinets. There are times-2 rotating file cabinets for letter, legal, edp and a4 sizes. A simple yet powerful foot pedal rotates the times two cabinet within three seconds to reveal another complete file in front of you. That's what makes the times-2 speed file essential for businesses. Times 2 rotating file cabinets can be built into an alcove, used as room dividers, configured back-to-back to maximize capacity and save more space. The times-2 can also be installed through a wall or panel and a closed back can be added to the unit to provide extra security. Times 2 rotary files accessories include: Shallow roll out drawers Rollout reference shelves Shelves Rollout drawers fitted for hanging files Wardrobe kit Recessed shelves Dividers Magnetic followers Cd-rom drawers Security drawers Tub drawers End supports Wall closing strips Extended canopy tops Conversion kits shelving - color coded end tab records stored in four post shelving is one of the most common and least expensive filing systems available. This filing system allows for easy file access and fast record retrieval. In every business and professional setting, saving space has become a critical planning objective. In many situations, replacing conventional storage systems, such as lateral files, with high quality shelf storage provides a very attractive and convenient means of optimizing space. Shelving works for any media stored--files, x-rays, books, supplies, edp media or industrial products. Your filing systems online dealer provides flexible storage solutions that fulfill your storage requirements today and years in the future. lateral mobile shelving slides side to side to gain storage capacity when floor space is limited. You can increase the capacity of your existing shelving by simply adding a base and a track.
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