A good filing system enables the office staff to handle correspondence correctly and quickly. 2. An effective filing system will save you time and minimize the chance that you will lose important documents and records. 5 characteristics of a good filing system. Duplication of Data. For example you may have a category for "funders" and for "correspondence". Implementing proper access measures will boost the security of the files. It helps you to be organised, systematic, efficient and transparent. Functions of Filing. In the case of a legal dispute, filing provides documentary evidence in the court of law. In our organisations we work in groups. Businesses, schools, government agencies and even everyday people use filing systems to keep their affairs organized. All the incoming and outgoing letters are properly checked and quick disposal of letter is possible if immediate attention is required by any letter. Financial records and records that contain personal information should be shredded to avoid the chance that they will fall into the wrong hands. We file information so that we can find it easily. Filing arrangement helps the office staff to refer the relevant papers and documents very quickly. Although paper files are at your fingertips and easily accessible, they also take up a large amount of space and waste paper. A file-out book - a file-out book is simply a book in which we write. Filing systems offer advantages and disadvantages to office settings. Chronological Filing Chronological Filing: is the placing of individual papers in files according to their dates of receipt. It also helps all people who should be able to access information to do so easily. 1. If these documents are not cared for, we cannot account for all our organisational activities. This means that they must know the method of filing we use. An effective filing system is basic to organizing files and folders in an efficient manner. Advantages: 1. ADVANTAGES: Alphabetical filing has several advantages. Everyone who needs to use documents should know where to get them. Improved security and compliance One of the great advantages of an electronic filing system is … For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. The process of sorting out the document on some definite basis is called classification of filing. These rules are basic because they apply to all filing systems. Thursday, 29 June 2017 6:00 Posted in: General. This leads to savings in time and brings efficiency in office operations. Advantages/role of a good filing system.-Filing provides security/safety of documents-It facilitates easy retrieval or access of documents-Good filing enhances orderliness and tidiness of an office-It guarantees confidentiality of information since it cannot get to the wrong hands 1. 1. Only a good filing system ensures systematic preservation of various types of relevant information. Use a sorter to help you file and remember to file by date order. Sort all your documents out into piles that you think belong together.2. The vertical filing system has many inherent advantages, including less space consumption, easier organization and accommodation for variant filing systems. It works, smoothly and efficiently, allowing you … Classification can be defined as the process of selecting headings under which documents are … Advantages of Office Administration: Office administration involves overseeing functions within every department and coordinate activities to see that work does not get stopped. 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: An index book can also help us to find files. Keeping information in files is only useful if we, and everyone in our organisation, knows how to find the documents we need. The business policy can be framed and planning of the project can be done by referring past records by the management, Hence, the documents provide a basis for future planning. Chronologic Filing Chronologic filing is filing by date. Library function involves sorting and arranging the records for future reference. The primary benefit of electronic filing is the speed at which it's completed. Answer (1 of 1): Disadvantages of File Processing Systems include: 1. Customers do not like to be asked to supply copies of the earlier communication but they can only indicate invoice number and/or reference number with date. These can be letters, memos, reports, financial records, policy documents, etc. Documents that are cared for will not easily tear, get lost or dirty. So, how can a digital document filing system be beneficial for a company? Merits of Chronological Filing System. To make a filing system more useful, we can group files into CATEGORIES. All the incoming and outgoing letters are properly checked and quick disposal of letter is possible if immediate attention is required by any letter. Rule 1: File by name in terms of the first letterExample:  African Eagle                Becker                Duncan & Co                Greenfield, Rule 2: If the first letters are the same, file in terms of the second letter.Example:  Clarence                Coetzee                Curnow                Cyril, Rule 3: File in terms of surnamesExample:  Donkor, SJ                Nkomo PS                Shongwe RO                Yesufu ED, Rule 4: If surnames are the same, file in terms of the initialExample:  Cato, JS                Cato, JU                Cato, RS                Cato, TM, Rule 5: Some surnames have prefixes and are filed in terms of the first letter of the prefixExample:  de Gruchy, JR                de la Rey, OP                van der Linden, MN                van Rensburg, MJ, Rule 6: When there are two surnames, file under the first surname.Example:  Mokoena & Khumalo                Nxumalo & Abrahams                Saloojee & Cassim                Verachi & Ntuli, Rule 7: Mac Mc & M' all files as Mac; St and Saint all filed as SaintExample:  MacDonald                McNair                M'Namara                Saint Christopher's                St Margaret's, Rule 8: When the file does not have the name of a person we file by the MOST IMPORTANT WORD in the name or by the name of the PLACEExample:  Active Wheel Co               The Star               The City of Johannesburg               Northcliff Printers. It is important to remember that if you have employees, or share files with clients, your system needs to be easy for everyone to understand. File descriptions are stored within each application program that accesses a given file. The original letter together with a copy of your answer goes into the SUBJECT FILE.2. Speed. A filing method book could be a small book that we use to explain how we file documents. eg. You can, however, combine some of these methods. It is always a pleasure when someone looks for something and is able to find it without difficulties. Whichever option you choose, its effectiveness is of paramount importance. Advantages of paper filing. Advantages of Using Digital Document Filing System. Backup: It is possible to take faster and automatic back-up of database stored in files of computer-based systems. Step 2: ActionForward the letter/document to the person that has to deal with it. A good filing system performs certain administrative functions also. Library Function. Whatever the reason for keeping all of that paper around, take a moment to discover some of the benefits of implementing an electronic filing system in your office. The filing system should allow the insertion of additional documents without disturbing the existing order of files. When people take files out of the filing system, or they take documents out of a file, we must ensure that they don't lose them or forget to bring them back. Easy Location. Put new covers on old files which get a lot of use and have become worn or torn. which goes well with the filing methods provides the following benefits. Make a list of categories.4. It should not be difficult for anyone to decide in which category they are likely to find the information they need. ... (To see the space required for a table, use the sp_spaceused system stored procedure in a query window.) Advantages (i)The method is quite simple if the dates are known or remembered (ii) This is good for overall classification, for example, correspondence could be separated based on different years. An advantage to maintaining your records properly is that having a filing system helps you know when to purge old records that you no longer have to keep. It should be flexible to allow for expansion whenever needed. 5. This index is called a filing key. 1. This system is necessary to file items according to the day/date received - such as applications for permits or licences or the dates when vehicles in a company fleet were services. It helps you to be organised, systematic, efficient and transparent. People must never take the suspension files out, they should only take out the flat folder inside the file. Program-Data Dependence. This makes it easy to store large numbers of files and still be able to locate needed papers quickly, making these cabinets perfect for high-volume businesses. The chief difficulty in office management is not filingbut in finding. The required papers and documents can be easily located. -Filing is the process of classifying, arranging and storing of documents so that they can be easily retrieved or obtained when required. Determining whether a traditional filing system is right for you depends on your business. 1. 1. Filing enables the executives to take quality decision at time. Advantages of an Electronic File Management System July 23, 2012 April 21, 2020 ilmcorporation Blog With today’s technologies, an electronic file management system is an excellent option for a variety of businesses across a number of different industries. The office staff can easily locate and use the records properly without any delay under good filing system. Although cloud-based document and content management systems offer robust searching functionality, with lack of good taxonomy and file structure strategy, searching documents will be difficult, and search results will be limited. Finding information that is in the files is called retrieving information. Advantages/role of a good filing system. 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. Keep documents that are waiting to be filed in trays, do not leave them lying about on desks or shelves. A filing system is the central record-keeping system for an organisation. In a paper-based system, paper, ink, file folders, filing cabinets, filing staff, and other requirements cost money. Disadvantages (i)The method could be unsuitable … Box files and lever arch files can hold more than simple folders. One of the most important reasons why we file is to keep document safe. 4. Home / Blog / 5 characteristics of a good filing system. A category is a group/collection of things that belong together. Filing in an office. Determining whether a traditional filing system is right for you depends on your business. A filing system can be organized in many ways, depending on the specific needs of the company and the volume of … The advantages of indexes are as follows: Their use in queries usually results in much better performance. Every filing system has its advantages. These ways of filing is called classification and means organising things that are alike, together. Cost Reduction: Managing the sizable volume of documents generated in the course of business is expensive. b) The staff should be able to learn and become comfortable with the system in a timely manner. For example: Beth Smith would be filed before Pam Smith. The main purpose of filing system is to provide safety to the records sot he good filing system should provide enough safety to the documents from fire, water, insects, rat, etc. Here are some tips to get you off to a good start with your filing system: Consider how you tend to sort information in your head, and sketch out a paper-based system … This creates and increases the goodwill of the business organization in the business world. We receive and send out documents on different subjects. A filing system is the central record-keeping system for an organisation. Inside that drawer we could have sub-categories. Simple to operate. It is essential to determine the nature of each and every document, sort them on a predetermined basis and then filed. Never allow filing drawers or shelves to become too full. Once you have decided on your categories, you will have to draw up a filing index so that everyone can understand the system you used and find the information they want. 2. A second copy of the letter goes into the CORRESPONDENCE IN file. Analysis Advantages. They are as follows: 1. A file-out card - file-out cards are used in a filing cabinet. Put the new file in the correct category and write it in the filing key immediately. Choose between four different types of filing systems for your office. For example, we could put all our files into categories. They are the same size as the files and are put in the place of the file, which has been borrowed.On the file-out card we write the same information as in the book, i.e. Electronic filing is a method of tax filing that has become more and more popular over the years, but like any other system of filing taxes it has both advantages and disadvantages. A good, well-organized shared drive prepares organizations for migration into document and content management systems. Acquire new filing cabinets when necessary. 1. Look at your list critically: Ask yourself: Can we combine any categories?. In very busy organisations filing is done at least every day and usually first thing in the morning. Do we need to have alphabetical files within a category? Most companies use traditional filing systems where paper documents are filed in filing cabinets. They are kept in shelves. Control over the Organization and the Expansion of the Database. Security. The process of control is facilitatedby good filing system. The name of each file can be written on the page with that letter. Some importance of filing: It helps in increasing efficiency of office because filing helps in providing records in required time to make quick decisions; Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. A good filing system protects the documents from possible loss or damage. An efficient or good filling system provides the following advantages. Improved security and compliance One of the great advantages of an electronic filing system is having the ability to keep files indexed. 4. a) Most people are familiar with this type of filing because libraries (at least partially) and home filing systems are usually alphabetical. A good system of indexing i.e. It is therefore very important to make sure that all papers and files are kept in good condition. Write up a filing key by listing all the categories and sub-categories in the order they are filed in. Advantages of Good Filing System. Documents that are cared for will not easily tear, get lost or dirty. In a lateral filing cabinet, the files are side by side through the length of the drawer. Then only a document, which is needed for reference in future can be traced out and made available. To keep track of files we need a record of all the files or document that people borrow. There are advantages and disadvantages to traditional filing. computer systems provide functionalities to serve this purpose.it is also possible to develop specific application program for this purpose. If you still doubt whether using enterprise digital document filing system will be beneficial or not, here are a few things that will make you reconsider your decision. Any letters in answer to your letter must go into this file; and all future correspondence about the subject.2. Make sure it is laid out so that everyone can understand it. Give each pile a category name.3. The process of control is facilitated by good filing system. 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. Sub categories could be things like: Some documents may have to filed in two places to make it easier to access the information. Give everyone a copy of the whole filing key.Make sure that everyone who does filing understands the key and uses it for filing. Increase in Employees Productivity and Satisfaction Make sure you don't have too many categories. There are two basic rules underlying filing: ALPHABETICAL FILING - filing according to the letter of the alphabetDATE FILING - most recent files on top. This system is best used again for large, active paper-based filing systems when records are numbered sequentially upon creation. Storing files manually ensures no data loss during power loss. Chronologic Filing Chronologic filing is filing by date. Advantage of File-oriented system: 1. What sub-categories do we need? Step 5: FilingChoose a regular time to file every day so that you are never left with a huge pile of loose documents. Administrative Function. An efficient or good filling system provides the following advantages. Economy: The filing system should be economical in time, space, money and operations. For example:The MINUTES file is written on the M page. Filing is the core of records management. We file documents that are sent to us by other people or organisations. Applications are developed independently in file processing systems leading to unplanned duplicate files. Advantages of a Good Indexing System. Put it on the filing cabinet and also put a key for each drawer on the front of the drawers. They make it possible to quickly retrieve (fetch) data. Correspondence could be one category that takes up a whole drawer of our filing cabinet. Review some advantages of paper filing before choosing between e-File vs. paper file. Previous records are base of past records, and they are used as an immediate reference. There are advantages and disadvantages to traditional filing. Even though e-Filing may seem like a simpler process, paper filing might have less potential security risks than e-Filing. Paper filing allows you to avoid entering personal information on the internet. This depends on how busy your office is. This includes granting different levels of access to files and assigning roles for specific users. a) Most people are familiar with this type of filing because libraries (at least partially) and home filing systems are usually alphabetical. Here are some of the main reasons why a good office filing system is an absolute essential for every single business. A good filing system is a thing of beauty. Here are some ways that we can do this: Things Highly Productive People Do-Filing…, Correspondence with members of the public, All letters are filed under correspondence, All membership cards are filed under number. Speedy location of records is possible. 2. The folders are placed inside suspension or box files.Suspension file -the suspension files are used to keep documents in filing cabinets. Legal requirements Another benefit of having a filing system is that it helps you comply with legal requirements that govern how long you have to keep different types of documents. 2 comments. Filing fulfills the legal obligation such as keeping documents according to income tax; value added tax and the like. File Management Benefits. When deciding if you should apply for a patent, you should look at your invention and consider the risks of not patenting it against the costs of doing so. Much like the paper filing systems of old it doesn’t really matter how you decide to organise your files as long as it makes sense to you and anyone else who may need to access your files. Chronological filing system is good for overall classification because records may be separated month-wise. Filing Cabinet - It is used to keep flat files and suspension or hanging filesSteel Cabinet - It is used to keep big files that need to be locked upDate 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 documentRegister - It is used to record files taken out and files returnedFiling shelves - It is used to file box filesBox file - This is a big file that is used to keep big documents that cannot go into a filing cabinet. We need to keep these documents for future reference. This system is necessary to file items according to the day/date received - such as applications for permits or licences or the dates when vehicles in a company fleet were services. The person responsible for maintaining the system can us the file-out book to check who has which files an remind them to return it. 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. A well designed and operated filing system with an effective index can facilitate retrieval and deliver information to users as quickly as they need it.Moreover, a well managed information system acting as a corporate asset enables organizations to objectively evaluate their use of information and accurately lay out a roadmap for improvements that optimize business returns. Accessibility: A good filing system should be arranged in such a way that the records are easily available whenever required. Give everyone a copy of the new categories as soon as possible. Importance of filing Some importance of filing: It helps in increasing efficiency of office because filing helps in providing records in required time to make quick decisions Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. … 3. The files are put into the drawers upright. 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. In a small or less busy office you could file once or twice a week. There are certain benefits like. The suspension files hangs down from the cradle. Everyone who needs to use the files should be able to find information quickly and easily. We also file records of all our organisational activities. A file management system allows admins to set limits, permissions and roles for files.
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