Filing means keeping documents in a safe place and being able to find them easily and quickly . Documents that are cared for will not easily tear, get lost or dirty. A filing system is the central record-keeping system for an organisation. It helps you to be organised, systematic, efficient and transparent.
Why is filing system important?
Keeps Documents Safe
A business can be responsible for many important documents and it's essential that they are stored in a safe place. An organized filing system can keep these important documents safe because, if they're stored away in a specific place, then you're less likely to lose or misplace a document.
What is filing and its importance?
Filing is very important to store and preserve office records and documents . It is needed for the protection of record, to provide reference, to settle disputes, to increase working efficiency, to build image etc.
What is good filing system?
Simplicity: The filing system should be simple and not too elaborate. ... Accessibility: A good filing system should be arranged in such a way that the records are easily available whenever required . The filing system should allow the insertion of additional documents without disturbing the existing order of files.
What are the benefits of keeping your files well organized?
- Control over the Organization and the Expansion of the Database. ...
- Regulatory Compliance. ...
- Ensuring the Safety of Important Information. ...
- Protecting and Building Upon Company Knowledge. ...
- Reducing the Cost of Document Storage.
What are the 5 basic filing systems?
The five basic steps for filing. Conditioning, releasing , Index and coding, Sorting, Storing and filing .
What is filing used for?
A file is a tool used to remove fine amounts of material from a workpiece . It is common in woodworking, metalworking, and other similar trade and hobby tasks.
What are the 3 types of filing?
Most Common Filing Systems
Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric . Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified.
What are the three parts of a filing system?
- Component 1: The Finders. The whole purpose of a filing system is to provide a method for finding a specific document among many. ...
- Component 2: The Keepers. Keepers are what you keep your documents filed in. ...
- Component 3: The Storage.
What are the 7 steps to organize a home filing system?
- Step 1: Determine Where Your Papers Should be Stored. ...
- Step 2: Purge Your Existing File System. ...
- Step 3: Collect all your loose papers. ...
- Step 4: Gather Filing Supplies. ...
- Step 5: Sort & Label. ...
- Step 6: Handling the Action Papers. ...
- Step 7: Weed out & Maintain.
What are the benefits of good office organization?
- Increases Productivity. ...
- Reduces Workplace Accidents and Injuries. ...
- Reduces Stress Levels and Establishes Positive Work Environment. ...
- Cleanliness Improves Creative Thinking Skills at Work. ...
- Organized Rental Office Spaces Contribute to Smooth Business Operations.
What is the significance of filing for an individual and an organization?
The filing is a process of arranging and storing records so that they can be located when required. The main purpose of the filing is to preserve the records safely for future use . Filing helps to preserve the documents from all possible damages. A filing must be effective and appropriate.
Why is it important to maintain an efficient and effective filing system?
Efficiency: The office staff can easily locate and use the records properly without any delay under good filing system . This leads to savings in time and brings efficiency in office operations. ... Ready Reference: Filing arrangement helps the office staff to refer the relevant papers and documents very quickly.
What are filing methods?
Filing Methods: Alphabetical, Numerical, geographical, chronological and subject wise . The filing method under which files and folders are arranged in order of alphabets of the names of person or institution concerned with such file is alphabetical classification. It is the most popular and common method of filing.
What is the most efficient filing system?
Folders . Folders are a great option if you need to keep bigger categories of paperwork separate like ‘Office' and ‘Home' that you don't want mixed together in a filing cabinet or expanding file. You can buy folders in almost any shape and size and there are some very handy inserts available for most types of folders.
What is the proper way to file documents?
- Determine how you want to retrieve the files.
- Label each hanging and manila folders.
- Stick with the same labeling system.
- Leave space in the drawer for new files.
- Lay the paper in the folders so you can see the tabs.
- Find a filing cabinet that will hold all your files.
