Put away those you cannot file in filing trays. This makes it easy to store large numbers of files and still be able to locate needed papers quickly, making these cabinets perfect for high-volume businesses. Use a sorter to help you file and remember to file by date order. 1. 2 comments. 3. When people take files out of the filing system, or they take documents out of a file, we must ensure that they don't lose them or forget to bring them back. This depends on how busy your office is. Chronologic Filing Chronologic filing is filing by date. Give everyone a copy of the whole filing key.Make sure that everyone who does filing understands the key and uses it for filing. A filing system is the central record-keeping system for an organisation. Thursday, 29 June 2017 6:00 Posted in: General. A second copy of the letter goes into the CORRESPONDENCE IN file. Advantages/role of a good filing system. Never allow filing drawers or shelves to become too full. Legal requirements Another benefit of having a filing system is that it helps you comply with legal requirements that govern how long you have to keep different types of documents. Economy: The filing system should be economical in time, space, money and operations. They make it possible to quickly retrieve (fetch) data. Accessibility: A good filing system should be arranged in such a way that the records are easily available whenever required. Merits of Chronological Filing System. Choose between four different types of filing systems for your office. 2. Make sure you don't have too many categories. Box files and lever arch files can hold more than simple folders. In our organisations we work in groups. The required papers and documents can be easily located. When we file by categories, we try to file in a logical way; we put files together because they belong together; we don't put them together just because they start with the same letter. Advantage of File-oriented system: 1. For example: An index book can also help us to find files. … A good filing system protects the documents from possible loss or damage. 4. For example: Beth Smith would be filed before Pam Smith. Advantages/role of a good filing system.-Filing provides security/safety of documents-It facilitates easy retrieval or access of documents-Good filing enhances orderliness and tidiness of an office-It guarantees confidentiality of information since it cannot get to the wrong hands What sub-categories do we need? Advantages: Put new covers on old files which get a lot of use and have become worn or torn. This leads to savings in time and brings efficiency in office operations. The name of each file can be written on the page with that letter. File descriptions are stored within each application program that accesses a given file. There are two basic rules underlying filing: ALPHABETICAL FILING - filing according to the letter of the alphabetDATE FILING - most recent files on top. Chronological filing system is good for overall classification because records may be separated month-wise. The vertical filing system has many inherent advantages, including less space consumption, easier organization and accommodation for variant filing systems. A file-out card - file-out cards are used in a filing cabinet. A file-out book - a file-out book is simply a book in which we write. This means that each document entered into the system is categorized and registered according to specific properties (that your business can define). Administrative Function. We also file records of all our organisational activities. An effective filing system is basic to organizing files and folders in an efficient manner. The advantages of indexes are as follows: Their use in queries usually results in much better performance. For example, files that are kept together according to what they are about we say are subject filing but, inside each file the documents could be filed according to date order. If you still doubt whether using enterprise digital document filing system will be beneficial or not, here are a few things that will make you reconsider your decision. Then we can write where that file is:"MINUTES - filing cabinet 1 drawer 2 or lever arch file 4", Step 1: Receiving the documentIf it is a letter or document that came through the mail, you record itin the "mail received" register and write the date received or date stamp it. Filing fulfills the legal obligation such as keeping documents according to income tax; value added tax and the like. In the case of a legal dispute, filing provides documentary evidence in the court of law. Why should oganisations have a good filing system; Filing means keeping documents in a safe place and being able to find them easily and quickly. To keep track of files we need a record of all the files or document that people borrow. Most systems put last name first, then the first name. Advantages of Using Digital Document Filing System. Paper filing allows you to avoid entering personal information on the internet. In a paper-based system, paper, ink, file folders, filing cabinets, filing staff, and other requirements cost money. It should go well with the system of filing in the organization. Previous records are base of past records, and they are used as an immediate reference. In particular, this system has the following points to its merit. Whichever option you choose, its effectiveness is of paramount importance. Advantages: Terminal digit systems have the advantage of distributing sequentially created records throughout the filing system, rather than placing them physically together. The suspension files hangs down from the cradle. In your funders category you will have a sub-category for each major funder and you will sometimes have to file a letter from a funder in that funder's file as well as in your fundraising correspondence file. It is important to remember that if you have employees, or share files with clients, your system needs to be easy for everyone to understand. eg. Home / Blog / 5 characteristics of a good filing system. 1. Answer (1 of 1): Disadvantages of File Processing Systems include: 1. There are advantages and disadvantages to traditional filing. It is always a pleasure when someone looks for something and is able to find it without difficulties. A well-maintained filing system allows vital information to be accessed quickly and saves a company money by saving time. It also helps all people who should be able to access information to do so easily. Classification can be defined as the process of selecting headings under which documents are … Here are some of the main reasons why a good office filing system is an absolute essential for every single business. One of the most important reasons why we file is to keep document safe. In a small or less busy office you could file once or twice a week. Advantages (i)The method is quite simple if the dates are known or remembered (ii) This is good for overall classification, for example, correspondence could be separated based on different years. Easy Location. Then only a document, which is needed for reference in future can be traced out and made available. Although paper files are at your fingertips and easily accessible, they also take up a large amount of space and waste paper. Advantages of an Electronic File Management System July 23, 2012 April 21, 2020 ilmcorporation Blog With today’s technologies, an electronic file management system is an excellent option for a variety of businesses across a number of different industries. A filing method book could be a small book that we use to explain how we file documents. There are advantages and disadvantages to traditional filing. Correspondence could be one category that takes up a whole drawer of our filing cabinet. Storing files manually ensures no data loss during power loss. We receive and send out documents on different subjects. Although cloud-based document and content management systems offer robust searching functionality, with lack of good taxonomy and file structure strategy, searching documents will be difficult, and search results will be limited. Make sure it is laid out so that everyone can understand it. Cost Reduction: Managing the sizable volume of documents generated in the course of business is expensive. An efficient or good filling system provides the following advantages. Filing in an office. Security. Duplication of Data. Sub categories could be things like: Some documents may have to filed in two places to make it easier to access the information. They are kept in shelves. Functions of Filing. A good, well-organized shared drive prepares organizations for migration into document and content management systems. The files are put into the drawers upright. The folders are placed inside suspension or box files.Suspension file -the suspension files are used to keep documents in filing cabinets. Improved security and compliance One of the great advantages of an electronic filing system is having the ability to keep files indexed. Analysis Advantages. Everyone who needs to use the files should be able to find information quickly and easily. An effective filing system will save you time and minimize the chance that you will lose important documents and records. Efficiency: The office staff can easily locate and use the records properly without any delay under good filing system. It works, smoothly and efficiently, allowing you … Chronologic Filing Chronologic filing is filing by date. We file information so that we can find it easily. The process of control is facilitated by good filing system. 5 characteristics of a good filing system. 1. When deciding if you should apply for a patent, you should look at your invention and consider the risks of not patenting it against the costs of doing so. This leads to savings in time and brings efficiency in office operations. Every filing system has its advantages. A good filing system performs certain administrative functions also. A well designed and operated filing system with an effective index can facilitate retrieval and deliver information to users as quickly as they need it.Moreover, a well managed information system acting as a corporate asset enables organizations to objectively evaluate their use of information and accurately lay out a roadmap for improvements that optimize business returns. It helps you to be organised, systematic, efficient and transparent. Filing means keeping documents in a safe place and being able to find them easily and quickly. 1. Applications are developed independently in file processing systems leading to unplanned duplicate files. This creates and increases the goodwill of the business organization in the business world. Don't create new files unless you are absolutely sure the information does not logically fit into an existing file. Program-Data Dependence. The business policy can be framed and planning of the project can be done by referring past records by the management, Hence, the documents provide a basis for future planning. In a lateral filing cabinet, the files are side by side through the length of the drawer. Control over the Organization and the Expansion of the Database. Some importance of filing: It helps in increasing efficiency of office because filing helps in providing records in required time to make quick decisions; Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. If these documents are not cared for, we cannot account for all our organisational activities. Rule 1: File by name in terms of the first letterExample:  African Eagle                Becker                Duncan & Co                Greenfield, Rule 2: If the first letters are the same, file in terms of the second letter.Example:  Clarence                Coetzee                Curnow                Cyril, Rule 3: File in terms of surnamesExample:  Donkor, SJ                Nkomo PS                Shongwe RO                Yesufu ED, Rule 4: If surnames are the same, file in terms of the initialExample:  Cato, JS                Cato, JU                Cato, RS                Cato, TM, Rule 5: Some surnames have prefixes and are filed in terms of the first letter of the prefixExample:  de Gruchy, JR                de la Rey, OP                van der Linden, MN                van Rensburg, MJ, Rule 6: When there are two surnames, file under the first surname.Example:  Mokoena & Khumalo                Nxumalo & Abrahams                Saloojee & Cassim                Verachi & Ntuli, Rule 7: Mac Mc & M' all files as Mac; St and Saint all filed as SaintExample:  MacDonald                McNair                M'Namara                Saint Christopher's                St Margaret's, Rule 8: When the file does not have the name of a person we file by the MOST IMPORTANT WORD in the name or by the name of the PLACEExample:  Active Wheel Co               The Star               The City of Johannesburg               Northcliff Printers.