Concept And Meaning Of Filing
A file is the memory of office. Filing is a systematic process of classifying, storing and preserving written records for future reference. It is essential for office management.An office generates, receives and sends many documents everyday. They can be in the form of letters, contracts, vouchers, bills, and reports. They should be properly recorded and stored. They should be easily available as and when needed. Filing provides safe storage and quick location of records. Filing is the basis of record management.
Purposes Of Filing
There are various purposes to maintain filing system in the office. Some of them are described as follows:
There are various purposes to maintain filing system in the office. Some of them are described as follows:
1. Collect documents
An office generates, receives and sends many documents everyday. The purpose of filing is to collect all such documents. Those needing filing are carefully stored out. Documents not needing filing are destroyed.
2. Classify documents
The purpose of filing is to classify documents needing filing. They are systematically arranged by one of the following methods:
* Alphabetical
* Numerical
* Subject-wise
* Geographical
* Chronological
3. Store documents
The purpose of filing is to store classified documents in files. Related documents are kept in one file. The files serve as memory of the office.
4. Preserve documents
The another purpose of filing is to safely preserve filed documents. The files are kept in drawers and filing cabinets. They are protected from dust, insects, rats, water, fire and theft. Confidential documents are locked up.
5. Locate documents
The purpose of filing is to locate filed documents easily. They are readily available for use as and when needed. Documents are needed for reference purposes. They are also needed to provide legal evidence in case of disputes.
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6. Provide information
The purpose of filing is to provide information for decision making, planning and control. It also helps to formulate policies.
7. Fulfill legal requirements
The another purpose of filing is to fulfill legal requirements. Laws may require preservation of documents till the life of organization or for a specified period.
