Systematic working system of the office: - Filing
Filing is the process of keeping a systematic, scientific and systematic record of daily letters, written notes and other important office documents received in the office so that they can be retrieved immediately when needed in the future. Filing is the process of sorting documents on a priority basis and managing them properly. Safety, speed, flexibility, simplicity, economy, index, etc. are the qualities that should be in a good filing system. Filing can be classified into two types, traditional filing and modern filing.
The importance of filing in the office
To keep important office materials safe for the future,
In order to save time as well as provide fast and efficient service by getting the documents immediately while searching,
To provide necessary data for policy, planning and program formulation,
To use the filing system as an institutional reminder,
To speed up the work by reducing the workload of the office,
To be presented as evidence in the future,
To provide guidance for future work,
To maintain uniformity in decision making,
To resolve disputes peacefully,
To maintain frugality and accountability in management work,
To develop transparent procedures,
To increase public confidence in the office as a whole
Filing plays an important role in enhancing the reputation of the office by keeping scientific and systematic records of every activity of the office. Today's need is to increase the use of scientific filing system in every office by developing filing system as an integral part of office management.
Filing is the process of keeping letters, checks, vouchers, invoices, contract letters, etc. in the office safe so that they can be found immediately at any time. Some of the 5 objectives of filing are mentioned as under:
(A) Collecting important documents: - The main purpose of filing is to collect important documents in a systematic manner so that they can be used when needed.
(B) Preservation of Necessary Documents: - Another major objective of filing is to protect the collected documents from insects and mice so that they can be used later.
(C) Presentation as Evidence in Necessary Time: - The purpose of filing is to obtain the necessary documents and present it as evidence in case of any dispute arising out of various issues or if complete evidence has to be submitted to the court.
(D) To provide necessary information and facts: - The purpose of filing is to provide the facts and information contained in the old documents for various functions of the office.
(E) To make the audit simple and economical. As there is uniformity in the work of keeping record. in this way, the audit work is simpler and less expensive.
Filing is the process of keeping a safe and orderly arrangement of documents or other records of any office in order to be able to find them immediately when needed in the future. File management is of great importance for the smooth running of any organization as documents are lost or not found while searching. The purpose of filing is not only to keep the documents quickly and easily available at any time, but also to keep them safe from fire, water, insects, theft, etc. for as long as necessary.
In fact, filing is the art of arranging various important letters, documents or other records of the office in a pre-determined manner so that they can be kept safe for a long time, so that the required documents can be found quickly and easily in the future. If proper filing arrangements are not made in the office, it may take a long time to find the documents. Not getting the documents at the time of searching and getting them only after the work is done is like losing and in such a case filing makes no sense. Filing important documents is also an art and in modern offices it is organized according to different types of efficient filing system.
Objectives of the filing system:
1. To create a situation where documents can be obtained quickly and easily when required in the future.
2. Keep documents safe for a specified period of time.
Importance of filing:
1. Provides security to records.
2. Brings speed in performance.
3. Acts as a source of information and knowledge.
4. Assists in policy-making and planning.
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