Filing

Concept of Filing

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 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 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 future.

Purpose of Filing

The main purpose of the filing is to preserve the records safely for the future use. The following are the purposes of the filing:

• To collect and preserve the documents: 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 arrange and classify the documents:The objective of filing is to arrange the file and documents in the drawers. And the filing classifies the documents as per office requirement. The files are arranged and classified in various method of filing like alphabetical, numerical, subject wise, geographical and chronological order.
  
  
• 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 provide proof of evidence: Filing preserves the documents of an office which can be used as evidence when required. That evidence can help to settle the misunderstanding and disputes among different persons and parties.
  
  
• To provide a guideline to the staff: Filing provides past records and documents which can be used as a guideline by the staff of the organization. This helps them to perform their work efficiently.

Importance of Filing

The filing is an important function of an office. The importance of filing are as follows:

• Preservation of records: An office receives and dispatches various documents, letter, report, voucher and other written documents. Those important documents and records might get damaged, lost etc. So, filing helps to preserve the documents from all possible damages.
  
  
• Facility for 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 work: Filing enables an office to locate the records and information on time. It helps to perform the 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 facilitates in planning and policy making.
  
  
• Providing evidence: 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.
  
  
• 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. This helps to maintain the image and goodwill of the office.
  
  
• 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.

Qualities of Good Filing

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 filing must be effective and appropriate. So, the filing must possess the following qualities:

• 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: In a good filing system, required letters and documents must be available in minimum labor and efforts. It should be available at the right time and place whenever needed.
  
  
• Economical: Filing should be less expensive. The cost of installation and operation of filing system should be as low as possible.
  
  
• 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: The filing system should protect the documents and files from insects, water, fire, dust, theft etc. The preserved documents should be available in the original form for a long period.
  
  
• Flexibility: The filing system should be flexible so that files can be added or eliminated in future as per the changing need of the office.
  
  
• Cross-reference: Under a good filing system, cross- reference should be made. 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: Under a good filing system, files and documents should be arranged in proper classification i.e. numerical, alphabetical, geographical, chronological methods etc. It should be classified on the basis of nature and volume of activities of the business.

References:

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.