Filing and indexing
- 1. Click to edit Master title style 1 FILING AND INDEXING
- 2. Click to edit Master title style 2 Filing Filing is a systematic and scientific way of storing official documents safely for future reference and retrieve then when required. 2
- 3. Click to edit Master title style 3 OBJECTIVES TO COLLECT DOCUMENTS TO PR ESERVE TH E D OC U MEN TS TO PR OVID E EVID EN C E TO PR OVID E IN FOR MATION TO PROVIDE RAPIDITY IN WORK TO PR OVID E GU ID AN C E TO AID ( H ELP) IN C ON TR OL 3
- 4. Click to edit Master title style 4 NEED/ IMPORTANCE COLLECTION OF DOCUMENTS PRESERVATION OF DOCUMENTS PROVIDES EVIDENCE PROVIDES INFORMATION BRINGS RAPIDITY ACTS AS A GUIDANCE SUPPORTS FOR PLANNING SUPPORTS FOR DECISION 4
- 5. Click to edit Master title style 5 SYSTEM OF FILING
- 6. Click to edit Master title style 6 Misil Filing One of the oldest filing system. Preservation of letters and documents related to a particular case. Documents are compiled in chronological order, punched at top corner and tied with lace. Files are wrapped with red piece of cloth. Documents of earlier date are placed on bottom and the latest on the top. Generally used in police stations and courts in Nepal. Each file is given as separate misil number like 1 for criminal case, 2 to civil case etc.
- 7. Click to edit Master title style 7 SIMPLE EASY TO LOCATE FILES EASY REFERENCE FLEXIBLE ECONOMY 7 ADVANTAGES
- 8. Click to edit Master title style 8 LIMITED USE CHANCE OF MISLEADING LESS SAFETY DIFFICULT TO OPERATE TIME CONSUMING 8 DISADVANTAGES
- 9. Click to edit Master title style 9 BOX FILING 9 Documents are collected and placed in a wooden, paper or metal box. Similar to misil filing, documents of earlier dates appear on the bottom and the latest on the top. This system is used to collect the documents that are less important and to be preserved for a short period of time. Used by households to preserve the documents of land and buildings, passports etc.
- 10. Click to edit Master title style 10 SIMPLE EC ON OMIC AL EASY TO OPER ATE N O LOSIN G OF FIGU R ES 10 ADVANTAGES
- 11. Click to edit Master title style 11 LESS SAFETY U N SU ITABLE FOR LAR GE OR GAN IZATION S U N SU ITABLE FOR PER MAN EN T D OC U MEN TS TEMPOR ARY U SE C H AN C E OF MISPLAC E 11 DISADVANTAGES
- 12. Click to edit Master title style 12 MODERN SYSTEM OF FILING 12 The practicable filing system used in modern offices where records are maintained in systematic and scientific way is called modern system of filing.
- 13. Click to edit Master title style 13 FLAT/ HORIZONTAL FILING 13 FILES AND FOLDERS ARE KEPT HORIZONTALLY MAKING A PILE. DOCUMENTS ARE KEPT INSIDE THE FILE IN CHRONOLOGIAL ORDER. DOCUMENTS ARE PUNCHED OR TIED WITH LACE, SOMETIMES CLIPPED WITH A METAL CLIP. DETAILS OF THE CORRESPONDENT ARE MENTIONED IN THE FACE OF THE FILE. FILES ARE ARRANGED HORIZONTALLY ON ALPHABETIC ORDER.
- 14. Click to edit Master title style 14 ADVANTAGES OF FLAT/ HORIZONTAL FILING 14 SIMPLE FLEXIBLE EC ON OMIC AL QU IC K LOC ATION OC C U PIES LESS SPAC E SAFETY
- 15. Click to edit Master title style 15 DISADVANTAGES OF FLAT/ HORIZONTAL FILING 15 C ON SU MES LESS TIME D IFFIC U LT TO LOC ATE U N SU ITABLE FOR LAR GE N U MBER OF D OC U MEN TS LACK OF SECRECY D ISAPPEAR AN C E OF IN FOR MATION
- 16. Click to edit Master title style 16 VERTICAL FILING SYSTEM 16 FILES AR E AR R AN GED IN U PR IGH T OR VERTIC AL POSITION . PAPER S AR E KEPT LOOSELY IN SID E TH E FILE. FOLD ER S AR E KEPT IN SID E TH E D R AW ER OR C ABIN ET H AVIN G LOC KIN G SYSTEM. FOLD ER S AR E AR R AN GED ALPH ABETIC ALLY, GEOGR APH IC ALLY AS PER THE NEED OF THE OFFICE WITH SUITABLE GUIDE C AR D S.
- 17. Click to edit Master title style 17 ADVANTAGES OF VERTICAL FILING SYSTEM 17 EASY TO OPER ATE EASY TO LOCATE FLEXIBLE SAFETY PR OVID ES R IGH T IN FOR MATION
- 18. Click to edit Master title style 18 DISADVANTAGES OF VERTICAL FILING SYSTEM 18 C H AN C E OF LOSIN G PAPER S C OSTLY R EQU IR ES MOR E SPAC E NEEDS GUIDES
- 19. Click to edit Master title style 19 DIFFERENCE BETWEEN HORIZONTAL AND VERTICAL FILING 19 Base of difference HORINZONTAL FILING VERTICAL FILING POSITION OF FILES The files and folders are kept in sleeping position The files and folders are kept in upright and vertical position. SAFETY Files and folders are not safe due to the lack of locking system Files and folders are safe due to the locking system COST This system is less costly as it does not require special equipment. This system is costly as it require special filing equipment. SUITABILITY This system is suitable for small organizations. This system is suitable for large organizations. SPACE It occupies less space. It occupies more space.
- 20. Click to edit Master title style 20 METHODS OF FILING 20 Alphabetic filing Numeric filing Subject filing Geographical filing
- 21. Click to edit Master title style 21 Alphabetic filing method 21 Files and folders are arranged in the drawers or cabinets according to the order of the persons or organization. Names are mentioned on the tab of the folders. Surname is mentioned first, followed by middle and first name.
- 22. Click to edit Master title style 22 Rules while filing alphabetically 22 • Surname should be mentioned first, followed by middle name and at last, first name. • If the name of the person bears a title, it should be parenthesized. • If the name has only a single word, it should be taken as base while arranging the files. • The name of an organization is written as it is. • The name of the subject (topic) should be mentioned as it is. • The name of a place is also mentioned as subject.
- 23. Click to edit Master title style 23 Advantages 23 • Simple • Economical • Flexible • Suitable • Appropriate for names Disadvantages • Unsuitable for large organizations • Not appropriate for numbers • Difficult for same names • Lack of secrecy
- 24. Click to edit Master title style 24 Numeric filing method 24 Files and folders are arranged in the drawer or cabinets in numerical order. Each individual or organization is assigned to a number instead of name. The folders are divided into various groups. This method is used by organizations that handle large number of files.
- 25. Click to edit Master title style 25 Advantages 25 • Confidential • Flexible • Suitable for large organization • Quick location • Appropriate for numbers Disadvantages • Unsuitable for small organization • Costly system • Time consuming • Not suitable for names • Difficult to understand
- 26. Click to edit Master title style 26 DIFFERENCE BETWEEN ALPHABETIC & NUMERIC FILING 26 Base of difference ALPHABETIC FILING NUMERIC FILING IDENTIFICATION OF FILES Name of the person/ organization are mentioned in the file. Numbers are mentioned in the file. ARRANGEMENT OF FILES Files are arranged in alphabetic order. Files are arranged in numeric order. REQUIREMENT OF INDEX A separate index is not required. A separate index is required. SUITABILITY It is suitable for offices where names are more important. It is suitable for offices where numbers are more important. SIMPLICITY It is a simple method. It is a complex method. ECONOMY It is an economical method. It is a costly method. NO. OF FILES It is suitable for offices having small number of files. It is suitable for offices having large number of files.
- 27. Click to edit Master title style 27 Subject Filing method 27 Files and folders are arranged according to subjects. No importance is given to names, addresses or phone numbers. Guide cards are used to locate a particular file easily and quickly. This Photo by Unknown Author is licensed under CC BY-NC- ND
- 28. Click to edit Master title style 28 Advantages 28 • Simple • Quick location • Flexible • Locate subject files • Suitable for subject Disadvantages • Difficult to locate • Expensive method • Lack of secrecy • Difficult to classify • Difficult to file
- 29. Click to edit Master title style 29 Geographical Filing method 29 Files and folders are arranged according to the names of location or place. Documents related to a particular place are kept in the file assigned to it and is kept on a separate cabinet.
- 30. Click to edit Master title style 30 Advantages 30 • Simple • Suitable • Easy to locate • Easy to arrange Disadvantages • Lack of secrecy • Expensive method • Time consuming • Difficult to arrange
- 31. Click to edit Master title style 31 Indexing is a s ys tem whic h helps to loc ate the pos ition o f files q u ic k ly a n d eas ily. It is a n important tool o f r ec ord ma na g eme n t that inc ludes name, address , phone numbers , file number o f a par tic ular per s on o r or ganiz ation . Indexing a n d filing ar e c omplementary to each other. 31 INDEXING
- 32. Click to edit Master title style 32 Sys tematic ar r angement o f files Pr ompt loc ation o f files Saves time a n d effor ts D evelops effic ienc y C r os s r efer enc e o f files R educ es expens es Maintains s ec r ec y 32 IMPORTANCE OF INDEXING
- 33. Click to edit Master title style 33 Thank You .)