Meaning of Filing

Filing is a systematic method of record keeping. It is carefully keeping and preserving letters, vouchers, bills, reports, and other important documents. It is the process of arranging and preserving documents of different kinds for future reference. It is the art of keeping documents and letters safely so that they can be accessed quickly and easily at and when required. Filing protects documents from dust, insects, mouse, theft, fire, and moisture. Hence, filing is the process and art of keeping documents of all kinds safe and make them easily available in the future whenever needed.

Key Definitions

Defined By	Definition
J.C. Denyer	“Filing is the process of arrangement and storing records so that they can be located when required”
George R. Terry	“Filing means the systematic and scientific collection, store and arrangement of letters, documents and records of past ad present for future reference so that they can be safe and easily obtainable at the time of necessity”
M.C. Shukla	“Filing is the preserving of letters, papers, and documents so that they can be rapidly found out when required”

From the above discussion and definitions:

• Filing is  an act of systematically keeping office documents safely so that they can be located quickly and easily whenever required.
• It is preserving past and present documents and availing in the future.
• Filing is the process of arranging and preserving the important documents in a proper place so that they can be located easily and quickly at the time of necessity.

Objectives of Filing

Filing is concerned with preserving, storing, and availing documents of different kinds. It is a systematic process and art of safely keeping records to facilitate the future need for such documents or information. The objectives of the filing have been mentioned below:

1. To collect documents: Filing is concerned with preserving documents. For this, different documents in the form of letters, vouchers, agreements, bills, memos, etc. are collected from different sources. Hence, the first and foremost objective of filing is to collect documents.
2. To preserve documents: Another objective of filing is to preserve documents. It keeps such documents safely from different incidences like fire, theft, water, moisture, etc. A filing system is so developed that no documents are harmed from harmful incidences or accidents. Filing is all about the preservation of documents for future reference.
3. To provide evidence: Letters and documents preserved through filing are useful for future reference. All documents created inside an office and received from outside kept safely through filing can act as proof in the future regarding the past course of action. These letters and documents can be used as evidence to settle future disputes or misunderstandings.
4. To provide information: Letters and documents act as a rich source of information on different matters at the time of need. Such information is to be provided to different stakeholders of the office including shareholders, directors, management, employees, customers, suppliers, government, and others. Moreover, sound official decisions can be made only with reliable and accurate information. Such information can be extracted from documents stored through filing.
5. To provide promptness in work: To bring promptness in office work is another objective of filing. Properly filed documents and letters are easy and quick to locate at the time of necessity. Any needed document can be promptly found if filed systematically. Hence, filing brings rapidity and promptness in office work.
6. To provide guidance: Filing of records and documents acts as a guide to the office staff for future actions. Facts and information supplied by such filed documents provide guidance to do work of the same or similar nature to current and new office staff. Hence, filing is the source of guidance on different aspects of activities to be done in the future by different level office staff.

Need/Importance of Filing

Filing is an important activity in day-to-day office work. It arranges, stores, and preserves documents and letters for future reference. Filing has different significances in office management and record keeping. The need or importance of filing has been outlined below:

1. Filing collects different documents in the form of letters, vouchers, bills, receipts, memos, agreements, etc. for future reference
2. It protects all important documents from fire, theft, water, moisture, rats, insects, dust, etc.
3. It avails required documents to the concerned authorities at the time of necessity
4. It provides evidence of past transactions to help in the settlement of misunderstanding and dispute
5. It helps in formulating strategies, plans, and policies through sound decision making on different official matters
6. It preserves documents to fulfill the mandatory legal obligation of keeping records and documents
7. Proper, systematic, and well-managed filing enhances the image and goodwill of the organization

Methods of Classification of Filing

Filing aims at providing necessary documents and letters at the time of need. To facilitate such an aim of filing, such filing is classified in different ways. Such classification of filing help in accessing necessary documents easily and promptly. Different methods of classification of the filing have been discussed below:

1.    Alphabetical Classification

Alphabetical classification refers to the way of arranging files or folders with the name of correspondents in drawers in order of the alphabet. In this method, each file or folder bears the name of the correspondent and these folders or files are arranged in alphabetical order. The name of correspondents starting to form the letter ‘A’ are arranged in a group and that of letter ‘B’ in another group and so on. Under this method, the arrangement is made purely on dictionary order. This means in case of numerous files or folders having the same first letter are arranged based onthe second letter and so on. This means while arranging the files in a drawer alphabetical order of A, B, C,……,Z is strictly followed. This method is more suitable fora large or small office where the name of the correspondents is of higher importance or priority.

Rules of Making Order of Name in Alphabetical Filing

1. If the name of an individual contains first, middle and surname, the surname is written at first. The first name is written after that with a coma and the middle name comes at last. For example, the file of Ramesh Kumar Shah is written as Shah, Ramesh Kumar. His file is arranged under the alphabet ‘S’.
2. If there is a title before the name of a person, the surname is written at first. The first name is written after that with a comma and the middle name comes at last. The title of the person is kept in a bracket. For instance, the name of Dr.Sanjay Singh KC is written as KC, Sanjay Singh (Dr.). His file is arranged under the alphabet ‘K’.
3. If there is a single name either first name or surname, the file is arranged from the starting alphabet. For instance, if a file name is given only as Pratima, her file is arranged under the alphabet ‘P’. Similarly, if a file name is given only as Bhatta, the file is arranged under the alphabet ‘B’.
4. The name of the organization is written as it is. For instance, a file name of Kailali Multiple Campus is written as Kailali Multiple Campus and the file is arranged under the alphabet ‘K’.
5. If the name of the person is along with the organization’s name and the post, the surname is written at first. Thereafter, the first name along with a comma and the name of the organization is written. The post is written in the bracket at the end. For example, Dr.Sajja Gautam Kathmandu Medical College is written as Gautam, Sajja Kathmandu Medical College (Dr.), and the file is arranged under the alphabet ‘G’.

Advantages and Disadvantages of Alphabetical Filing

Advantages	Disadvantages
It is simple to understand and easy to operate It is an economical method as no separate indexing is required It is a flexible method as new files can be added easily and unnecessary files can be removed easily It is suitable for both small and large organizations It is applicable for all types of letters or documents	Difficulty in arranging or searching files with a similar name No secrecy can be maintained as the name of the correspondent is displayed in the tab of the file Not suitable for organizations having a large number of documents or files Not suitable to those organizations where number is important than the name Time-consuming to find a particular file from numerous similar name-bearing files

2.    Numerical Classification

The method of arranging files in numerical order in a drawer is called numerical classification. In this method, a number is given to the file of each individual or organization. All the concerned documents of that individual or organization are kept in that number file which is allotted to the individual or organization. After recording all the documents of individuals or organizations in their specific numbered file and the files are arranged in numerical sequence in a file cabinet or drawer. Guide cards are used to divide these folders into a suitable group of 10 to 20. It is used by large organizations such as hospitals, insurance companies, libraries, and banks. For example, if Everest Academy is assigned with number 44, all the documents of Everest Academy are kept in file number 44. IF documents are too much to keep in a single file, a decimal technique of 44.1, 44.2, 44.3, ….. and so on is used.

Advantages and Disadvantages of Numerical Classification

Advantages

Disadvantages

It is a flexible method as no technical difficulty exist in addition or eduction of files It is a more secret and confidential method as no name is displayed in the file and only numbers are used Separate card index used helps in quick location of needed files Each file havea distinct number which avoids in misfiling of documents More suitable for a large office with a large number of files or folders

It incurs more cost for separate card index and cabinet Referring to separate card indexes to locate each file is time-consuming It is more difficult to understand and operate due to it being a more scientific method Unsuitable for small organizations have a small number of files or folders More space is consumed due to the arrangement of files in vertical order

3.    Subject Classification

The method of classifying and arranging files in acabinet or drawer as per the subject of the document is called subject classification. Under this method, documents are classified based on their subject, and filing is done based on such subjects. This method has a high emphasis on a subject rather than the name or number of the correspondents. All the documents related to one subject are kept in the same file. The files related to the subject can also be subdivided according to alphabetical order. All the information related to a subject can be obtained from a single file. This method also uses a separate guide card to facilitate the quick location of the needed file. For example, files can be created based on subjects such as advertisement, miscellaneous expenses, transfer letters, etc. can be used in an office.

Advantages and Disadvantages of Subject Classification

Advantages	Disadvantages
It is simple to understand and easy to use It has a provision of guide card which helps in quick location of files It has flexibility in adding or removing files as per need All documents related to a subject can be found in a single file It best fits and suits those offices whose priority is subject of the correspondents	It is difficult to find a document of one individual or organization having a different subject as they are kept subject wise It is costly due to the need for separate index and guide cards No secrecy as the subject is mentioned as the name of the file Difficult to classify documents having two or more subjects Not useful for miscellaneous having no subject at all

4.    Chronological Classification

The classification of files on the basis of sequential order is known as chronological classification. In this method, the arrangement of files or folders is done in sequential oreder of year, month, date, and even time of a day. It is suitable for any type of organization despite its nature or size. Such classification is most suitable for filing documents such as account vouchers, employees record, bills, and invoices, bank statements, shipping records, account payable or receivable, purchase orders, and others. It is filing documents in order or sequence which means older documents lie below and recent ones lie above in the filing order in chronological classification.

Advantages and Disadvantages of Chronological Classification

Advantages	Disadvantages
Simple and easy way of classification Quick location of files, folders, or documents Economical as no need of expensive equipment for filing Most useful of special records No special skill is needed to practice such as filing	Not suitable for all types of documents Not useful when the date is not known Difficult to locate files at minimum time and effort Too many files were created due to sequential order Need of large space due to a large number of files or folders

5.    Geographical Classification

Geographical classification is a method in which files are arranged on the basis of geographical location in a drawer or cabinet. Under this method, files are arranged based on the continent, country, province, district, town, village, etc. A separate file cabinet is maintained for each geographical region and the files related to the region are kept in alphabetical order in their respective cabinets. If a geographical region has several files, they can be classified into different sub-regions. For example, the file relating to Kathmandu Metropolitan can be classified into wards. The files of individuals or organizations relating to a particular ward can be arranged in alphabetical or numerical order. 

Advantages and Disadvantages of Geographical Classification

Advantages	Disadvantages
It is a simple method to understand and operate Guide cards used help in quick location of needed files Most suitable to offices maintaining files based on geographical location Time for filing and obtaining documents can be saved due to alphabetic and geographic guide cards Facilitate response to the correspondent due to known  geographical location	It is difficult to arrange files without knowledge of places It is costly as it needs various guide cards and drawers No secrecy can be maintained as the location and name of the person or organization is mentioned in the file Not suitable to small organizations with small correspondent numbers Locating a specific file is time-consuming due to the use of different cards

System of Filing

An office can use different systems or types of filing as per its convenience and need. The choice of use of systems of filing depends upon nature, objective, space, and resources available for filing. Generally, there are the following systems of filing in practice in offices:

1.    Traditional Filing System

This is the most conventional filing system. This was developed since the concept of filing evolved as a key office function. This system is no more in wide use in modern business or non-business offices. Such a system is still found in few offices, mainly in some government offices.  The types of traditional filing systems have been mentioned below:

a.    Bundle Filing

The filling system in documents is wrapped in a piece of cloth and bundled is known as bundle filing. This is also called wrapped filing or baggage filing. In this filing, official documents of a certain period (1 month or 3 months or 6 months or 1 year) are bundled in a piece of cloth.Each bundle is given a name or number after which these bundles are kept in planks or racks. This filing system is still found in use in courts, malpot offices, Guthi Sansthan, etc. in Nepal.

Advantages and Disadvantages of Bundle Filing

Advantages	Disadvantages
It is easy and simple to useSmall space is sufficient Less expensive system No specific skill is required for its application Safer than open document keeping	Outdated method to use Not suitable for most modern officesUnsystematic as it is just packing of documents Documents of the bundle can be damaged or destroyed by insects or rats Difficulty in locating a needed document

b.    Wire Filing

A system of using a wire for filing is called wire filing. This is also called spike filing. In this method of filing, a thick steel wire with one sharp end and a wooden or plastic, or steel round at another end is used for filing. It is kept on the table in which documents are inserted in chronological order. This type of filing is found in small shops or small organizations where the volume of a document is little.

Advantages and Disadvantages of Wire Filing

Advantages	Disadvantages
A simple method to understand Easy to operate Minimum time to file the document Less expensive as no need for additional Small space needed to keep such files	Not suitable for big and modern offices Documents are unsafe and can be damaged by dust,moisture, insects, etc.No secrecy as documents are kept open Unattractive and ugly system Inconvenient to use

c.    Misil Filing

The systematic recording and preserving of all letters and documents related to a particular case are called misil filing. It is a method in which all the documents related to a case are accumulated and preserved in a file. Such file of collected documents is called misil file. All the related documents are filed in chronological order. The documents are punched at the top corner and tied with the help of a lace. In such a filing system, documents of earlier dates are placed on the bottom and recent dates are placed on top. A separate number is given to each misil. For example, misil number 1 for civil cases, misil number 2 for criminal cases, etc. These files are wrapped in a cotton cloth and arranged according to the misil number. Such type of filing is still in use in court and police offices in Nepal.

Advantages and Disadvantages of Misil Filing

Advantages	Disadvantages
It is a simple and easy method to understand and operate Easy location of a particular misil due to misil number It is economical as no guide cards, drawers, or cabinets are needed It is flexible as there is no difficulty in adding or removing documents All documents of a case can be obtained from one misil file	It is unscientific, unsuitable, and impracticable to organizations other than court Punching and filing documents take more time More time consuming to locate documents of a person due to no guide cards Unsafe filing system Unconvincing filing system

d.    Box Filing

It is a method of filing in which a box of a certain size made of wood or metal or cardboard is used for filing documents. All documents are kept in chronological order one after another in the box to keep them safe. This means the documents of earlier dates are placed at the bottom and recent dates are placed on top of the box. Such filing is used in offices for the temporary preservation of documents. This filing can be used in-house for keeping and preserving important documents related to property and assets.

Advantages and Disadvantages of Box Filing

Advantages	Disadvantages
It is a simple method to understand and use It is economical as one box is sufficient to file numerous documents It keeps documents safe as the box always remain close It is comfortable to take out any document as they are kept loosely Less consumption of floor or room space	Unsuitable for large and modern organizations Not a flexible method as it cannot hold a large number of documents Not suitable for large size papers and paper of permanent nature Time-consuming to find a particular  document from the pile of papers Greater chance of misplacement of documents as they are kept loosely

e.    Pigeon Hole Filing

This is a traditional filing system in which an almari or cupboard with many holes is used. These holes look like a pigeon holes. That’s why this system is called pigeon hole filing. This filing system is also called docket filing. In this system, the holes are marked with alphabets in proper order. Document are kept in these holes as per their alphabetical order.  For example, a letter from Keshav Enterprises is kept in a hole marked with the alphabet “K”. This system is still in use in Nepal in post offices for sorting the mails as per the name on the mails in their alphabetical order.

Advantages and Disadvantages of Pigeon Hole Filing

Advantages	Disadvantages
A simple and easy method to use An economical method as no separate indexing or equipment is needed Easy to locate documents due to use of alphabetical order Promptness in sorting documents No need for special technical skills to	Unsuitable for large and modern offices Lack of secrecy as a name is enough to find a document kept in a hole The possibility of misplacinga document is high Lack of flexibility Time-consuming filing system

2.    Modern Filing System

Traditional filing systems have several dimensions that could not comply with the need of modern organizations. Most modern organizations have a large number of documents which if filed under a traditional system cannot meet the need of such organizations. So, to overcome such limitations or constraints of traditional filing systems, different modern filing systems evolved. Such modern filing systems have been discussed below:

a.    Horizontal Filing

This is a system in which files are kept in a drawer or cabinet in a horizontal or sleeping position. Horizontal filing is also called flat filing. In this system, files are kept in a pile one upon another. The paper is kept in the folders in chronological order. Documents are punched and filed in the folder with the help of lace or metal clip in this system. The name or subject or assigned number to the correspondent is written on the face of the file. For the easy and quick location of files, the files are arranged in alphabetical order.

Advantages and Disadvantages of Horizontal Filing

Advantages	Disadvantages
Suitable for both small and large organizations Simple to understand and easy to operate a system Documents are safe as they are tied with the lace or arch An economical system as no separate indexing and equipment is needed Consumes less space as folders are arranged in a flat position	Requires more time to purchase paper, lace, clip, etc. Unsuitable to organizations having a large number of correspondents Difficult to locate a file as written information on file is not visible due to the sleeping position of the files Figures and facts might disappear at the time of punching Not a flexible system

b.    Vertical Filing

The act of keeping files in a drawer or cabinet in a standing position with the support of one another is known as vertical filing. It is a filing system in which files are arranged in a vertical position. In this system, documents are kept in files in chronological order in loose form. All these folders are kept in a drawer or cabinet in an arrangement of alphabetical or numerical order. The files are kept in different parts or groups divided with the help of guide cards. Such a vertical filing system is suitable for those offices with a large number of documents.

Advantages and Disadvantages of Vertical Filing

Advantages	Disadvantages
Preserves documents as they are kept in drawers made up of wood or steel Holds a large number of documents making it suitable for large office A flexible system as each folder hasa greater capacity to hold papers Maintains secrecy as files are kept in drawer or cabinet with lock Position of all folders can be seen at a time	A costly method as it needs separate indexing and filing equipmentConsumes more space due to the use of big cabinets to keep folders The problem of missing documents as they are kept loosely Trained personnel are needed due to the complexities of the system Not affordable for organizations having limited resources

Difference Between Horizontal and Vertical Filing System

Basis of Difference	Horizontal Filing	Vertical Filing
Position of Folder	Under horizontal filing, folders are arranged in a horizontal position.	Under vertical filing, folders are arranged in a vertical position.
Position of Papers	Papers are kept tying with lace or clip after punching.	Papers are kept in a loose position.
Economy	It is an economical system as only files are required to preserve documents.	It is an expensive system as it requires special folders, drawers, cabinets, and guide cards.
quick Reference	No quick reference in locating documents.	Provides a quick reference to documents via guide cards.
Suitability	It is suitable for both small and large offices.	It is suitable only for large offices.
Flexibility	It is not flexible as files cannot hold a large number of documents.	It is flexible as the folder has a greater capacity to hold papers and documents.
Protection	Limited protection to documents as files are kept in open drawers.	Cabinets with a lock are used to maximize the protection of documents in files.
Chance of Loosing Document	Less chance of losing documents as they are tied with lace or clip.	More chance of losing documents as they are kept loosely.

c.    Suspension  Filing

Suspension filling is an improved form of vertical filing. It is also called vertical suspension filing. In this filing system, the top edges of the drawer are fitted with the frame and the files or folders are suspended on the railing with the help of a metal rod. This rod holds folders firmly. Files do not touch the bottom of a drawer. This filing system overcomes the limitations of a vertical filing system.

Advantages and Disadvantages of Suspension Filing

Advantages	Disadvantages
Universally applicable filing system for all officesSteel filing cabinets are used to protect files and documentsValue for cost filing systemFlexible as it accommodates many files as needed by modern officesQuick location of documents due to use of guide cards	Expensive due to investment in file cabinets and cardsNeed of large space for setting up of such systemSpecial skill and training needed for handling staffs

d.    Open Shelf Filing

Open shelf filing system uses an open shelf for keeping files like bookshelves in a library. Files or folders are kept on open shelves either in horizontal or vertical positions. Such open shelves can go up to the ceiling level, Space is provided between two shelves for free movement of people. Ladders are also used for convenience wherever the shelves are high. It is highly suitable for libraries, banks, and insurance companies due to the presence of a large number of files.

Advantages and Disadvantages of Open Shelf Filing

Advantages	Disadvantages
The economical system does not need specially designed almariSuitable for a large office with a large number of files Time-saving due to the use of an index to locate files Flexible as it can accommodate a large number of files	Misplacement of the document due to an open shelf in use No protection from dust and insects Unsuitable for small offices

e.    Electronic Filing

The electronic filing system is a computer-based filing system. In this system, documents are filed in electronic or digital forms using a hard disk, floppies, memory cards, pen drive, CDs, etc. This means it is concerned with the digital recording of documents instead of physical filing. Under this system, the operator enters the information of the document or stores the digital copy of the document on a computer. No physical indexing and space is required for electronic filing. Unlimited space can be created and used in computers for such filing. Electronic filing is suitable for all kinds of offices despite their size and nature. That’s why the use of electronic filing is growing tremendously in modern offices.

Advantages and Disadvantages of Electronic Filing

Advantages	Disadvantages
Prompt access to files with a single search Saves huge physical space of office layout Makes office and office staff smart Makes office work efficient Highly flexible system	Expensive system due to need of computer and software Only skilled and trained staff can operate this system The threat of cyber crimes and digital accidents Need of multiple IT devices & setups

Qualities of Good Filing

Filing is key in making office operation easy and efficient. It ensures the preservation of documents and records for future reference and evidence. Hence, a good filing system is required for the smooth and fluent operation of an office. A good filing should possess the following qualities:

1. Simplicity: A good filing system should be simple to understand and easy to use. It should avoid any form of complexities as such complexities are a source of a problem in a filing system.
2. Economy: A good filing system should not be expensive. It should be economical to install and operate. The folders and other equipment used in filing should be of as minimum cost as possible with certain quality standards.
3. Flexibility: A good filing system should be flexible. There should not be difficulty in the addition and reduction of documents within a file or folder. Similarly, the addition of new files and removal of unnecessary or older files should be performable in a drawer or cabinet with ease.
4. Indexing: A good filing system should have proper indexing. Indexing helps in the quick location of files or folders in the filing system. Without indexing, a filing system becomes time-consuming, expensive, and meaningless.
5. Safety: A good filing system should be characterized by safety. This means the filing system should be good enough to safeguard documents and files from insects, fire, water, moisture, theft, rats, etc.
6. Rapidity: Another essential quality of a good filing system is rapidity. Rapidity means speed in doing office works. Filing ensures all documents are protected well and made available whenever needed. This makes the office work more efficient and effective.
7. Suitability: A good filing system should have suitability to the organization as per its size and nature. For example, a small organization can use alphabetical filing whereas a large organization with a large number of files can use numerical filing.
8. Compactness: There should be compactness in a good filing system. Modern office spaces are expensive to hire and costly to construct. Hence, the filing system should utilize the available space optimally with no consumption of large space.
9. Accessibility: Filing keeps records safely for future course of actions. That’s why they should be easy to locate at the time of need. A good filing system should ensure easy accessibility of documents and files at the time of necessity.
10. Retention: Different documents are to be retained based on their importance, usefulness, and nature. Such retention of documents is ensured by a good filing system. These retained records have a high significance for future reference and evidence.
11. Consistency: Consistency is another essential quality of a good filing system. It should be consistent with all the items. An inconsistent filing system makes office operation tedious, haphazard, and inefficient.