what is filing ?
types of filling & define the types of filling
advantages & disadvantages of filing
how to file
filing departments
Answers
Answer:
to put and keep documents, etc. in a particular place so that you can find them easily; to put something into a file.
There are 5 methods of filing:
Filing by Subject/Category.
Filing in Alphabetical order.
Filing by Numbers/Numerical order.
Filing by Places/Geographical order.
Filing by Dates/Chronological order.
advantage
Backup: It is possible to take faster and automatic back-up of database stored in files of computer-based systems. ...
Compactness: It is possible to store data compactly.
Data Retrieval: ...
Editing: ...
Remote Access: ...
Sharing:
Answer:
Why should oganisations have a good filing system
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 organisation. It helps you to be organised, 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 organisations 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 organisational activities. Everyone who needs to use documents should know where to get them.
Important things to know about filing
What do we file?
We file documents that are sent to us by other people or organisations. We also file records of all our organisational activities. These can be letters, memos, reports, financial records, policy documents, etc.
When do we file?
This depends on how busy your office is. In very busy organisations filing is done at least every day and usually first thing in the morning. In a small or less busy office you could file once or twice a week.
Equipment used for filing
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.
What files are used and how are they used?
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.
Methods of filing
There are 5 methods of filing:
Filing by Subject/Category
Filing in Alphabetical order
Filing by Numbers/Numerical order
Filing by Places/Geographical order
Filing by Dates/Chronological order
These ways of filing is called classification and means organising things that are alike, together. You can, however, combine some of these methods. For example, files that are kept together according to what they are about we say are subject filing but, inside each file the documents could be filed according to date order.
How to set up a filing system
Filing Categories
To make a filing system more useful, we can group files into CATEGORIES. A category is a group/collection of things that belong together.
eg. PPWAWU, SARHWU, NUM and NUMSA all belong to the category Unions.
When we file by categories, we try to file in a logical way; we put files together because they belong together; we don't put them together just because they start with the same letter.
For example, we could put all our files into categories. Correspondence could be one category that takes up a whole drawer of our filing cabinet. Inside that drawer we could have sub-categories. Sub categories could be things like:
Fundraising correspondence
Correspondence with other organisations
Correspondence with members
Correspondence with members of the public
Correspondence with Board
…and so on.
Some documents may have to filed in two places to make it easier to access the information. For example you may have a category for "funders" and for "correspondence". In your funders category you will have a sub-category for each major funder and you will sometimes have to file a letter from a funder in that funder's file as well as in your fundraising correspondence file.