Modern Filing System

Modern Filing System

The filing system has changed and improved considerably over time, to meet the change in an office. The traditional filing system is not able to meet all the requirement so it has a limited use in modern offices. So, the traditional filing system has been replaced by modern filing system. Some important types of modern filing system are as follows:

Horizontal Filing System

Horizontal filing system is a modern type of filing where the documents or letters are chronologically placed in folders one upon another in horizontal or flat position. The latest documents are placed on top and the oldest at the bottom in the folder. There are two types of horizontal filing:

1. Flat file: A flat file is made of cardboard or thick paper where each flat file is attached with a pair of metal clips or laces on the left-hand side which helps to hold the paper tightly. A pair of holes is made on the left-hand side of each paper. The hole is made by using a punching machine. Then, the paper is inserted into clips or laces. Those clips are locked or the laces are tied up to hold the paper tightly. For the identification of files, they are classified on alphabetical, numerical, geographical or subject bases.
   
   

   

2. Arch Lever File: An arch lever file is popular and commonly used to preserve documents, record, and letter. It is made of thick cardboard, a pair of an arch-shaped metal rod, a lever with lock and a pair of clips. The rods, lever, and clips are attached on the left-hand side of the file. A pair of holes is made on the left-hand side of each paper. To insert and take out the paper, the lever is unlocked and clips are opened. When the job is done the lever is locked and clips are closed.

Advantage of horizontal filing:

1. This type of filing is very simple to understand and easy to operate.
2. It is economical because the flat or arch lever files are less expensive.
3. This type of filing requires minimum space to store files.
4. The speedy reference of letters and documents is possible in this filing.
5. It safely keeps the documents and letters from dust, dirt, moisture, silverfish and termites.

Disadvantage of horizontal filing:

1. It is time-consuming because the papers need to be punched, inserted, locked or unlocked, opened and closed.
2. There is difficulty in locating a particular file.
3. The reference of paper is inconvenient.
4. There is limited capacity for filing letters and documents.
5. The documents may be damaged while punching and inserting them.
6. It is not suitable for a large-scale organization having a large number of documents.

Vertical System of Filing

The vertical system of filing is the most popular type of filing where the documents are kept in an upright or standing position in the files or the folders which are made of cardboard papers. The folders are folded in the middle to hold the letters and documents in them. These folders and files are placed in a drawer in a vertical or upright position.

Advantage:

1. It has a large capacity to preserve a large number of letters and documents.
2. This filing system is flexible it can accommodate any number of folders as per requirement.
3. It is a very safe method of filing because it keeps the documents and letter safely in a file or folder, drawer, and cabinets.
4. It is relatively less expensive because of its space capacity.
5. The documents can be readily available because it contains alphabetical, numerical and subjectwise indexes.
6. This filing system is universally applicable.

Disadvantage:

1. It requires files, folders, drawer and cabinets so it requires relatively higher investment.
2. This filing system requires relatively larger space to install its equipment.
3. It is not easy to operate because it requires special knowledge and skill to operate.
4. There is a possibility of the documents being misplaced.

Vertical Suspension Filing

Vertical suspension filing is the improved form of vertical filing. The drawer with the documents is fitted with a metal frame from which pocket folders are suspended. There are two types of suspension filing a) flat-topped, where the rigid bars support a flat top and b) indexed-tabbed, where the reference trip is contained on a tab slightly inclines backward.

Advantage:

1. It facilitates easy location of the documents.
2. This filing is more flexible than the ordinary vertical filing.

Disadvantage:

1. It is expensive because it involves a high cost to install and operate.
2. It requires more space to install the equipment.

Lateral Filing

Since, suspension filing requires more floor space to install the equipment so, the lateral filing was developed to overcome the limitation of suspension filing. Therefore, lateral filing is the modified version of vertical suspension filing. In this system, the documents are filed laterally along the shelf, the pockets having index strips on the visible ends of the files. The shelves can be installed up to a height of 2 m and the depth of each shelf is less than 60 cm.

Advantage:

1. It requires less space to install the equipment because the size of cabinets is smaller.
2. The letters and documents can easily be located because of the use of an index.
3. It saves the costs as the cabinets of vertical suspension filing can also be used.
4. It provides more scope for expansion as per the growing needs of a modern office.

Disadvantage:

1. It requires higher investment because it needs specially designed almirah and shelf.
2. It requires skills to file the documents.
3. It is not suitable for smaller offices as it requires higher costs to install and operate.

Open-Shelf Filing

Open-shelf filing is a very common type of filing. The files are kept on open shelves in a numerical order. The open shelves may be of any height. In this filing, shelves are arranged in rows leaving adequate space in between the two rows for people to freely move.

Advantage:

1. It saves time for reference as letters and documents can easily be located.
2. It is convenient for employees to handle.
3. It is suitable for larger offices having a larger volume of correspondence to handle.
4. It has more scope for further extension and expansion.
5. It is less expensive as the cost of equipment is low.

Disadvantage:

1. It is not suitable for a small and medium type of offices.
2. There is always a chance of misplacing or losing files.
3. There is a lack of secrecy as the shelves are open.
4. There is a lack of safety of letters and documents from ducts, dirt, insects and moisture.

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.