Filing

Filing is the form of record keeping and it preserves the important document for future references. So, filing refers to the systematic and scientific preservation of official document in such a way that they can be delivered whenever required. It is the process of collecting, classifying, arranging and preserving the official records for their quick delivery and availability. It is the part of record management.

The following are the main definitions of filing: -

“Filing is the process of arrangement and storing records so that they can be located when required.” – J.C. Denyer

“Filing is the preservation of letters, papers and documents so that they can be rapidly found out when required.” – M.C. Shukla

From the above definition, it is clear that filing is the process of arranging and preserving the important documents in a proper place so that they can be located quickly and easily at the time of necessity.

Objectives of Filing

The main objective of filing is to keep the systematic record of the important documents for future use.The following are the main objectives of filing:

1. To collect the documents
   The documents need to be collected so that it could be preserved for future references. The main objective of filing is to keep the records of documents. And to keep the records of document it needs to be collected from different sources. Hence, the first objective of filing is a collection of documents.
   
   
2. To preserve the documents
   The main objective of filing is to preserve the documents for future reference. The documents must be properly preserved so that they will not get lost and will be safe from insects, theft, rats, water, moisture and fire. So, proper filing helps to protect the documents and keep it safe.
   
   
3. To provide evidence
   The letters and documents received in the office and filed properly at present can be proof at any time in the future.These documents can help to sort out misunderstandings and disputes relating to various matters.
   
   
4. To provide information
   The documents of office are filed properly which contains various types of useful information. Sometimes in necessity, the information is need to be provided to the shareholders, customers, suppliers, government and other concerned parties. Hence, the objective of filing is to provide information by keeping the records properly.
   
   
5. To provide promptness in work
   Generally, with the help of past records, the daily routine of the office are carried out. The systematic filing of records helps to bring rapidity in work .So, one of the objectives of filing is to bring promptness in official works.
   
   
6. To provide guidance
   Filing of past records and documents can act as a guidance to the office staff to carry out their daily works. It guides the new staff and supports the existing staff to perform their duties effectively.