Filing

F I L I N G I S T H E S Y S T E M AT I C A N D S C I E N T I F I C
A R R A N G E M EN T O F D O C U M E N T S, B I L L S, L E TT E R S,
ETC. IN A FILE FOR FUTURE REFERENCE AND USE.
 Needs, Importances, Objectives of Filing

• Safeguarding Records
• providing Proof for the Future
• Legal Formality
Builds Business Image and Goodwill
Increases Efficiency
Providing Information
Collection of Documents
.
Filling system
 Traditional Filing System

The filing systems which have been used

from the long past and still today, in some
offices, are known are traditional /old system
of filing. The common types of traditional
systems are discussed below.
 Misil Filing /Case Filing ii. Box Filing
 Misil Filing /Case Filing
.

The process of collecting and arranging

documents relating to a particular case of
subject in a file/pile by punching and typing
in chronological order is called misil filing.
Misil file is that type/ system, in which the
documents related with a particular case are
collected and kept in pile, one after another
in the order of dates. All the documents of a
certain case, in a particular limit, are just
punched at the top left corner and tied
together with a lace.
 Advantages

 This is a simple and easy system, so special knowledge is

not required.
 It is a flexible system because any letter/document related
with a particular case may be added or reduced, at any time.
 The previous cases can be referred to take the decisions in
the new cases of similar types as the documents can be
easily taken from the concerned misil with the help of the
number.
 It is suitable for the courts because the cases can be
identically classified into certain subject/misils.
 This system is suitable where different cases are handled.
 Misils can be located easily in order of misil numbers.
 This system is cheap/economical.
 Disadvantages

 This system is unscientific and impracticable for the

offices other than the courts.
 The documents may be dropped down or lost away, while
taking or adding any document.
 The words or figures may disappear, while punching the
papers, which may cause a wrong or incomplete meaning.
 Indexing is required in this system.
 It consumes more time in punching and filing the
documents.
 It consumes more time to find the particular file of a
person.
 It is not safe because the files are kept on floor or open
drawer or cabinet.
 Box Filing

The way of keeping records / documents in a

metal, wooden or paper box is known as box
file. Papers and documents are just kept loose
in pile inside the boxes, unless they are full in
the chronological order.
The act of collecting and preserving the
letters, bills and documents of temporary
nature in a box in loose position is known as
box filing
 Advantages

It is a simple and easy system of filing.

It is economical in the sense that only a few boxes
are enough and it does not need more place and
trained staff.
Since the papers are not punched, their spelling and
meaning will not be spoilt.
Since the papers are kept loose, it is easy to take out
any paper from the box.
Paper and documents become safe inside the box.
It consumes less space to keep the box at a corner of
the floor or on the table.
.
 Disadvantages

 There’s enough chance for the papers to be

misplaced or lost because they are not tied.
 It is difficult to open and lock the box frequently, and
get the paper from the middle of the pile.
 It is not suitable for big and modern types of
organizations because such box cannot hold many
files and folders.
 It is not suitable for preserving the documents having
long term importance.
 It takes more time to find the required papers and
documents because the papers are kept in a pile.
 It is not flexible
 Modern Filing System

1. The old and traditional systems of filing

could not fulfil the requirement of the
modern business organizations. The
importance of filing has been increasing in
course of the development and growth of
business activities.
1. Horizontal Filing ii. Vertical Filing System
 Horizontal Filing

Horizontal filing system is the one, under

which records/documents are kept in the
file/folder and the files/folders are kept on the
table/drawer in flat or sleeping position, one
upon another.
The way and style of keeping files on the
table/drawer in sleeping or flat position, one
upon another is known as horizontal filing.
 Advantages

 It is simple to understand and operate.

 It requires less equipments and tools and does not require
trained staff. Thus, it is comparatively cheaper.
 Papers are safe in this system because they are tied or
fastened in the folders.
 It is flexible because the increase/decrease of the number
of files does not create a notable problem.

Since the documents of a person/firm or subject are kept
in chronological order in separate files/folders, they can
be quickly found.
 It occupies less space as the files are kept one upon
another in a pile and can be kept on the table.
 Disadvantages

This system is more time consuming for punching the

documents and keeping them by fastening and taking
out by opening the hinges or arches.
It is difficult to arrange a large number of documents in
the file folder as they are kept in a pile and their position
cannot be seen at a time.
While punching the documents, the words or figures
may also be punched, this may cause loss of spellings
and meanings.
There’s not enough security of the documents since they
are not kept in drawers and cabinet with lock system.
It is not suitable for large scale organization because it
has less expansion or scope.
 Vertical Filing System

The way and style of keeping files in standing

or upright position in support of each other is
vertical filing. This is the most modern type
or system of filing, which is the remedy for
the limitations of other systems of filing. It is
suitable for those offices, which have
increasing volume of papers/ documents.
 ….

The way or style of keeping files / folders in

drawer/cabinet in standing or upright
position in the support of each other is known
as vertical filing.
 Advantages

 It facilitates ready reference as the caption or heading of

each folder is visible from the tab or extended edge of the
back sheet.
 Since papers are kept loose, it is prompt to keep and take
out them without disturbing their order.
 It is suitable for all types of classification such as
alphabetic, numeric, geographic, subject wise, etc.
 It also provides greater safety to the documents since they
are well protected by folder and kept safely in drawers.
 It is flexible enough because it has enough ground for
expansion and contraction.
 Disadvantages

 There is chance for the papers to come out, or be dropped

or misplaced, while keeping and taking out the documents.
 It is costlier because it requires various types of tools and
equipment like special drawers, cabinets, folders and
separate index i.e. the list of files and trained personnel.
So, it is not suitable for small and traditional types of
organizations.
 It takes more time for the preparation of index and guide
cards.
 It occupies more space because under this system big and
heavy filing cabinets are used.
 It requires a trained person for its operation due to its
complexity.
 Cause of Difference Horizontal Filing Vertical Filing

1. Position of files Files/folders are kept in a flat or Files/folders are kept in a standing or
sleeping position on the table or upright position in drawer or cabinet.

2. Use of instruments
drawer,
.
Flat files or arch files are used in Specially, made folders, which can be
keeping documents and even the stood in itself and a filing cabinet are
drawers are as required. used to keep documents.
3. Cost element and It is less costlier and thus, it can also It is more costlier and thus, suitable
suitability be followed by small scale only for the rich, big and modern
organizations. organizations.
4. Time consumption It is more time consuming as the Documents can be quickly filed as
documents are to be punched and punching and fastening are not
inserted in hinges or arches. required. It is less time consuming.
5. Safety In this system, documents are tied Since documents are kept loose in
together. So, there is less chance of folders, there’s a chance of
misplacing and damaging documents. misplacing or dropping any of the
documents from its place.
6. Flexibility It is less flexible, in the sense that, it It is duly flexible because it has
has no enough ground to insert the enough ground for expansion and
new documents and delete the old contraction of documents as well as
and unnecessary ones, frequently as the folders.
required.
7. Ready reference It is comparatively more difficult to It facilitates ready reference as the
locate a file and again the large caption or heading of each folder is
number of documents because they visible from the tab or extended edge
are kept in a pile and their position of the back sheet.
cannot be seen at a time.