Filling by noidarocker


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.

The basis purpose of classification of records is to make them conveniently
available in future. The important systems of classification are discussed

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
 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
 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-
 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

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
 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
 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
            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

    -     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.


 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
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:

* 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

                                  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.

                                              5-tier     =
                                              6-tier = 71-
                                              7-tier     =
                                              8-tier     =
                                                           will give
Letter       sized Letter     sized  starter,
                                                           you two
starter unit       adder combo
                                              Legal unit           the
                                              heights:       storage
                                              5-tier     =
                                                           in      the
                                              6-tier = 71-
Legal        sized Legal sized starter, adder 7-tier       t. Filing
starter unit       combo                                   is easy
                                              8-tier     =
                                                           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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