Filing implies storing records in a secure location and being capable of rapidly locating them. Documents that are taken care of can not easily be torn, lost or dirty.
The central record keeping method for an organisation is a filing system. It allows you to be systematic, coordinated, efficient and transparent. It also allows to do so conveniently for all individuals who are required to access data.
Relevant stuff to know about filing
What do we file?
We file documents that are submitted from other individuals or organisations to us. We also file all our operational operations with documents. Letters, memos, reports, policy papers, financial statements etc.
When do we file?
This depends on your office being busy. Filing is done at least everyday in very busy companies, and usually first thing in the morning. You may for a small or less busy office once or twice a week.
Equipment used for filing
Filing Cabinet – Used to preserve flat files and to suspend or hang files
Steel Cabinet – Used to maintain large files that need to be locked up
Date Stamp – It is used to date stamp records that are collected on daily basis so that they are filed in chronological order and so we have a record of when we received the document
Register – Used to record the extracted files and the returned files
Filing shelves – Used to file files in boxes
Box file – This is a huge file used to keep large documents that are unable go into a filing cabinet. They are stored on shelves.
What files are used and how are they used?
Clip folders – they are used most often for documents that need to be taken out; they keep documents securely to prevent them from falling out.
Folders – to hold loose papers intact, paper or cardboard folders are used. Inside the suspension or box directories, the folders are positioned.
Suspension file -suspension files are used to store records in cabinet for filing. The files are set upright in the drawers. The files in the suspension hang from the cradle. In the cabinets, these files still stay, although it is possible to delete folders within them.
Box files – are used for storing vast records, including magazines and books.
Lever arch files – files are kept firm and allow one to look at documents without taking them out of the file.
Methods of filing
5 methods of filing:
- Filing by Subject/Category
- Filing in Alphabetical order
- Filing by Numbers/Numerical order
- Filing by Places/Geographical order
- Filing by Dates/Chronological order
These types of filing are called classification and mean organising items together that are similar. However, you can incorporate any of these approaches. For example, files that are held together based on what we claim are subject file, but the documents could be filed inside each file according to the date order.