A filing is a process of arranging and preserving original records or their copies in such a way that whenever needed, they could be located immediately. It is the most important function of record management. It is the keystone of an organization. It preserves the letters and documents for the future so that it can be used whenever required. Hence, the process of systematic preservation of letters, documents, reports and other written documents for future reference is called filing. An office receives and dispatches different important letters, documents, reports, and other written documents. The documents which are received and dispatched are required for future reference. The documents must be preserved properly so that it could be available whenever required. Therefore, they are preserved through the filing system.
According to J.C. Denyer, "Filing is a process of arranging and storing records so that they can be located when required."
According to James Stephenson, "Filing provides a mechanism whereby business records may be stored so as to be readily available when required."
From the above definitions, filing is the process of arranging and preserving letters, documents, reports, and other written documents so that they may be located easily when required in the future.
The main purpose of the filing is to preserve the records safely for future use. The following are the purposes of the filing:
The filing is an important function of an office. The importance of filing are as follows:
It is easier to perform office work with the help of safely and systematically preserved letters and documents. However, there is no any best system for filing which is appropriate to all types of office. A filing must be effective and appropriate. So, the filing must possess the following qualities:
Khanal, Soma Raj, Surendra Thapa Aslami and Sitaram Dhakal.Business Studies.Kathmandu: Taleju Prakashan, 2067.
Pant, Prem R., et al.Business Studies.Kathmandu: Buddha Academic Publishers and Distributors Pvt. Ltd., 2010.
Everyday several letters, documents, reports, bills, and written papers are received in an office. The documents which are received and dispatched are required for future reference. So, the documents must be preserved properly so that It could be available whenever required. Therefore, they are preserved through filing system.
Filing is the process of careful and systematic preservation of letters, documents, bills, reports, and important writings for easy, accurate, timely and speedy. It is the most important function of record management. It preserves the letters and documents for future so that it can be used whenever required. Hence, the process of systematic preservation of letters, documents, reports and other written documents for future reference.
According to J.C. Denyer, 'Filing is a process of arranging and storing records so that they can be located when required.'
According to James Stephenson, 'Filing provides a mechanism whereby business records may be stored so as to be readily available when required.'
From the above definitions that filing is the process of arranging and preserving letters, documents, reports and other written documents so that they may be located easily when required in future.
Filing is concerned with preserving written papers and documents in a manner that they are readily available in the future. The principles of filing are:
To collect and preserve the document:
An office receives and dispatches various documents. So, filing collects all the documents and preserve them for future reference. The filing system preserves the documents from heat, theft, water, insects etc.
To provide information:
Filing provides important files and documents which help in decision-making, formulation of plans and policies and controlling the results. It provides information to the staffs, stakeholders, the government and concerned authorities whenever required.
To arrange and classify the document:
All the letters, reports, and documents carefully sorted out have to be properly classified on standard bases. Filing classifies the documents as per office requirement. The files are arranged and classify in a various method of filing like alphabetical, numerical, subject wise, geographical and chronological order.
To provide guideline to staff:
Filing provides past records and documents which can be used as a guideline by the staff of the organization.
Filing is an important function of an office. Following are the importance of filing:
Preservation of records:
The aim of filing is to preserve letters, documents, reports, vouchers, and written documents to preserve from damage or loss. Papers may be damaged by dust, insects, moisture, fire and mishandling . So, filing helps to preserve the documents from all possible damages.
Facility of ready reference:
Filing preserves the document for future reference which can be used easily whenever required. Those references will help to deal with firm and individual. It helps to obtain the information without loss of time in future.
Rapidity in performing office works:
An efficient office system can outshine its competitors when rapidly performs its works. It helps to perform te actions quickly. Thus, filing helps to perform office work smoothly.
To facilitate in planning and policy making:
Past records are important for future forecasting. And filing provides information which helps to formulate future plans and policies. Hence, filing facilitate in planning and policy effectively.
Filing provides proof of evidence to settle the misunderstanding and dispute among different persons and parties. It protects the documents and record which can be used as proof. Therefore, filing is important to provide such evidence.
Maintaining goodwill and building image:
Filing preserve the documents and record which can be located quickly when required helps to perform office work smoothly and provide better services to the customers, visitors and employees. Hence, filing system is essential to maintain such goodwill and image.
Following up: Filing encourage effective follow up with the parties like customers, visitors, debtors, bankers, share brokers, etc. The filing provides the ready reference of the past dealing and correspondence which creates an effective follow-up
It is easier to perform office work with the help of safely and systematically preserved letters and documents. However, there is no one best system for filing which is appropriate to all types of office. A good filing system should possess som important qualities which have been explained below:
Compactness: The filing system should be compact. It should not occupy unnecessary space because it will help to minimize the expenditure for rent of the office.
Accessibility is fundamental to filing. In a good filing system, required letters and documents must be available in minimum labour and efforts. It should be available at the right time and place whenever needed.
Economy: In terms of cost of files and folders, tools, and equipment, a good filing system must be economical.It must be less expensive.
Simplicity: Filing must be simple to understand and easy to apply for all the employees. It must be easily understood and operated even by unskilled human resources.
Safety: A good filing system must ensure the safety and security of letters and documents from dust, insects, fire, moisture etc. . The preserved documents should be available in the original form a long period.
Flexibility: Filing should be flexible. It must have the capacity to expand with the needs of time.
Cross-reference: A good filing must provide for the cross-reference of records. When a record relates to two or more file heads, a cross-reference is given so that required record can be located quickly and easily.
Classification: A good filing system must have a proper system of classifying letters and documents. Files and documents should be arranged in proper classification ie. numerical, alphabetical, geographical, chronological methods etc. It should be classified on the basis of nature and volume of activities of the business.
Out-guides: A good filing system should use out guide cards which indicate the position from where and by whom the files have been taken out These out-guides clearly indicate which letter has been withdrawn and by whom.