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.
Filing stores documents in files and cabinets. It protects them from damage by insects, dust, water, fire etc. Records can be preserved for long periods of time. Therefore, filing is important for protecting useful records in the organization.
Files provide ready reference. Information is systematically arranged for future reference. Past memory is available in files for making decisions in the present.
This is another importance of proper filing system. Filing is important to settle disputes. The documentary records serve as legal evidence in case of disputes. Files provide documentary evidence to settle business disputes. They also fulfill legal requirements for preserving documents.
4. Efficiency
Good filing system increases office efficiency. Records can be located without delay. Replies can be given promptly. Decisions can be made quickly. Timely actions can be taken. The performance of office improves.
Filing provides information for formulating plans. Past information is needed to make future forecasts. Filing provides information for control. It helps to monitor and correct performance. Therefore, filing is needed for proper planning and control.
Filing is important for follow-up actions. Past records help to take follow-up actions with customers, suppliers, debtors, bankers and employees.
Filing is also important to build and maintain the image of the organization. Efficient filing system builds image of the office. Letters are timely answered, complaints are promptly handled, services are quickly provided. Quality employees are attracted to join the organization. The goodwill of the organization increases.
Needs or importance of filing system can be discussed as follows:
1. Protection of records
Filing stores documents in files and cabinets. It protects them from damage by insects, dust, water, fire etc. Records can be preserved for long periods of time. Therefore, filing is important for protecting useful records in the organization.
2. Ready reference
Files provide ready reference. Information is systematically arranged for future reference. Past memory is available in files for making decisions in the present.
3. Legal evidence
This is another importance of proper filing system. Filing is important to settle disputes. The documentary records serve as legal evidence in case of disputes. Files provide documentary evidence to settle business disputes. They also fulfill legal requirements for preserving documents.
Good filing system increases office efficiency. Records can be located without delay. Replies can be given promptly. Decisions can be made quickly. Timely actions can be taken. The performance of office improves.
5. Planning and control
Filing provides information for formulating plans. Past information is needed to make future forecasts. Filing provides information for control. It helps to monitor and correct performance. Therefore, filing is needed for proper planning and control.
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6. Follow-up actions
Filing is important for follow-up actions. Past records help to take follow-up actions with customers, suppliers, debtors, bankers and employees.
7. Image building
Filing is also important to build and maintain the image of the organization. Efficient filing system builds image of the office. Letters are timely answered, complaints are promptly handled, services are quickly provided. Quality employees are attracted to join the organization. The goodwill of the organization increases.
