Types of Filing

The various types of filing are explained as follows:

Traditional Filing Systems

This is the old method of keeping the record in a systematic manner. Mostly traditional filing is used in government organization to keep the records. The methods of traditional filing are as follows:

1. Wrapped up or Bundle Filing

This is the oldest type of filing. In this system, the documents of a certain period such as a month or a year are wrapped in a piece of cloth and tied up. The monthly or yearly bundles are placed in wooden planks or racks. The detail of subject-matter and period are clearly written in the wrappers using red and blue inks. It is still used in government offices and Nepalese courts.

Advantage:

1. It is very simple and easy to wrap up documents.
2. It is less expensive method of filing.
3. There is a little chance of being misplaced.
4. It requires minimum space of the office.

Disadvantage:

1. This system of filing is very old and outdated.
2. It is unsystematic and unscientific because all documents are stuffed in a piece of cloth and firmly tied up.
3. It is very difficult to locate particular documents.
4. The filing system documents are not safe from dust, dirt, moisture, silverfish etc.

2. Wire or Spike Filing

In this type of filing, a simple tool is used that is made up of steel wire with sharpened and a wooden plastic or iron round base at the end. Then paper documents are chronologically inserted in the spike or wire for filing. It is used in private business houses and banks of Nepal.

Advantage:

1. It is simple and easy to understand.
2. This method is less expensive to use and maintain. So, it is economical.
3. This method requires no skill at all.
4. It takes small space to store.
5. This filing requires very little time.

Disadvantage:

1. It is not suitable for a large and modern organization.
2. It is an unsafe and unattractive method of filing.
3. It is inconvenient to use.
4. It is non-durable so it cannot be used for a longer duration.
5. There is a lack of secrecy of records kept in this file.

3. Cardboard Filing

It is one of the methods of traditional filing system. In this system, a thick cardboard is used for filing the document. On both side of the cardboard, either only a pair of thick laces or flaps with a pair of thick laces are fixed. The documents are loosely placed one after another in the file in chronological order and are tied up by a pair of laces.

Advantage:

1. It is a less costly system as cardboards are not expensive to buy.
2. It is safe than other methods of filing.
3. The documents can be preserved properly from dust and sunlight.
4. This type of filing is very easy to operate.

Disadvantage:

1. It is non-durable as the material used in this type of filing can be damaged by the frequent use.
2. This type of filing is more time consuming.
3. It has limited space to hold the documents in it.
4. There is a chance of loss of documents in this type of filing.

4. Pigeon Hole Filing

The filing is also known as docket filing. Under this system, a wooden or metal Almirah having several compartments or holes is used for filing the document. The compartments in the almirah look like a pigeon hole so this filing system is called pigeon hole. The holes in the almirah are alphabetically named such as A to Z. The last hole is named 'XYZ'. This system of filing is mostly used in offices like post office where a large number of letters and parcels are to be sorted out.

Advantage:

1. It is simple to understand and easy to operate.
2. The documents are well protected as it is placed in a wooden or steel Almirah.
3. It is a less expensive method of filing.
4. The documents can be sorted out quickly as it uses alphabetical indexes.

Disadvantage:

1. It is not suitable for large and modern organization.
2. The letters and documents in it cannot remain secret as they are open and the docket is attached.
3. It is a time-consuming method of filing.

5. Box Filing

In this system, boxes are used to file letters and documents. Such boxes are generally made up of paper, cardboards. The files are made in the shape of a box which is 7 to 10 cm in depth or height. A pair of spring clips is fitted upside it, so it tightly hold the paper. In these boxes, the documents are chronologically placed one upon another. Each subject has each separate boxes that may be stored on tables or cupboard or Almirah.

Advantage:

1. The mechanism of box filing is simple to understand and easy to use.
2. Training is not required to use it as it is simple and easy to use.
3. The files can be protected and preserved in a better way.
4. The box filing is safe to use.
5. It is economical because the cost of such boxes is not too expensive.

Disadvantages:

1. This type of filing is only used for a certain period, it cannot be used for long period.
2. The indexing is not feasible so it is difficult to locate.
3. It is unsuitable for large offices having a larger number of correspondence.
4. The letters and documents get misplaced in the process.

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.