Filing and Indexing
Filing and indexing are important parts of record management in an office. Offices create and receive many documents such as letters, bills, reports, and statements. These documents contain useful information for future reference. Therefore, they must be kept safely and systematically.
Filing means preserving documents, and indexing means guiding to find those documents easily. Filing without indexing is incomplete, and indexing without filing is meaningless.
Filing
Filing is the systematic and scientific process of collecting, classifying, arranging, and preserving office records for future use.
Definitions
1.J.C.Denyer:Filing is arranging and storing records for easy location.
2.George R.Terry:Filing is systematic collection and storage of documents for future reference.
3.Khan,Yerin and Steward:Filing is classifying and storing records for quick retrieval.
Importance of Filing
1.Collection and classification of documents–Helps gather bills, letters, contracts, etc.
2.Arrangement and preservation–Protects from dust, fire, moisture, insects, theft.
3.Evidence for future–Used in disputes and court cases.
4.Guidelines to employees–Past records guide present work.
5.Support to management–Helps in planning and decision-making.
Methods of Filing
1.Alphabetical filing
2.Numerical filing
3.Subjective filing
4.Geographical filing
Alphabetical Filing
Files are arranged according to letters A–Z based on names.
Rules for Writing Names
1.Three-word name–Surname first(Tamang,Ramesh Kumar)
2.Two-word name–Surname first(Karki,Alisha)
3.Single name–Write as it is(Supriya)
4.Name with title–Title in bracket at last(Bhandari,Deepa(Dr.))
5.Organization name–Written as it is(Nepal Bank Limited)
Advantages
1.Simple and easy
2.Self-indexed
3.Economical
4.Flexible
5.Suitable for small and large offices
Disadvantages
1.No secrecy
2.Confusion with similar names
3.Not suitable where numbers are important
4.Problem due to spelling mistakes
Numerical Filing
Files are arranged according to numbers(1,2,3…).
Advantages
1.Maintains secrecy
2.Scientific method
3.Unlimited expansion
4.Suitable for large organizations
Disadvantages
1.Expensive
2.Time consuming
3.Needs index and trained staff
4.Not suitable for small offices
Subjective Filing
Files are arranged according to subject(e.g.,Computer,Furniture).
Advantages
1.Easy to understand
2.Flexible
3.Quick identification
4.Suitable for courts
Disadvantages
1.Lack of secrecy
2.Difficult subject classification
3.Expensive
4.Not suitable for large offices
Geographical Filing
Files are arranged by place(district,city,country).
Advantages
1.Easy if locations known
2.Suitable for wide-area organizations
3.Quick identification
Disadvantages
1.Needs geographical knowledge
2.Expensive
3.No secrecy
4.Time consuming
Filing System
1.Traditional filing system
2.Modern filing system
Traditional Filing System
Box Filing
Documents kept loosely in box by date.
Advantages
1.Simple
2.Economical
3.Documents not damaged by punching
Disadvantages
1.Not for large offices
2.Misplacement risk
3.Not flexible
Misil Filing
Documents of one case kept together in chronological order.
Advantages
1.Easy to use
2.Economical
3.All case documents in one file
Disadvantages
1.Time consuming
2.Documents may tear
3.Not scientific
Modern Filing System
Horizontal Filing
Files placed flat(sleeping position).
Advantages
1.Simple
2.Economical
3.Less space
Disadvantages
1.Time consuming
2.Limited capacity
3.Difficult to locate
Vertical Filing
Files placed standing.
Advantages
1.Quick location
2.Less time
3.Suitable for large offices
4.No punching damage
Disadvantages
1.Expensive
2.More space
3.Misplacement risk
Difference Between Filing Methods
Alphabetical vs Numerical Filing
| Basis | Alphabetical Filing | Numerical Filing |
|---|---|---|
| Arrangement | By letters(A–Z) | By numbers |
| Secrecy | No secrecy | High secrecy |
| Cost | Economical | Expensive |
| Suitability | Small/medium offices | Large offices |
| Index | Not compulsory | Compulsory |
Subjective vs Geographical Filing
| Basis | Subjective Filing | Geographical Filing |
|---|---|---|
| Arrangement | By subject | By place |
| Example | Furniture file | Kathmandu branch file |
| Suitability | Courts,schools | Wide-area offices |
| Difficulty | Hard subject classification | Needs geographical knowledge |
| Secrecy | Low | Low |
Difference Between Horizontal and Vertical Filing
| Basis | Horizontal Filing | Vertical Filing |
|---|---|---|
| Position | Flat | Standing |
| Time | More time | Less time |
| Space | Less | More |
| Cost | Cheap | Expensive |
| Suitability | Small offices | Large offices |
Indexing
Indexing is a guide or indicator that shows the location of files.
Definitions
1.J.C.Denyer:Indexing points out records.
2.Y.K.Bhusan:System to locate information easily.
3.Saxena:Helps locate files quickly.
Importance of Indexing
1.Helps locate files
2.Ensures speed in work
3.Saves time and labour
4.Increases efficiency
5.Helps in decision-making
6.Makes filing scientific
Difference Between Filing and Indexing
| Basis | Filing | Indexing |
|---|---|---|
| Meaning | Preserving documents | Guide to locate documents |
| Purpose | Safety of records | Easy retrieval |
| Work | Storing | Pointing |
| Dependency | Can exist alone | Depends on filing |
Important Questions with Answers
1.What is filing?
or,Filing is systematic preservation of office records.
2.Name two methods of filing.
or,Alphabetical filing
or,Numerical filing
3.What is alphabetical filing?
or,It is arranging files by letters of names.
4.One advantage of numerical filing.
or,It maintains secrecy.
5.What is subjective filing?
or,It is arranging files according to subject.
6.Name two traditional filing systems.
or,Box filing
or,Misil filing
7.What is horizontal filing?
or,Files arranged flat one above another.
8.What is vertical filing?
or,Files arranged standing in drawer.
9.What is indexing?
or,It is a guide to locate files.
10.Write two importance of indexing.
or,Helps locate files
or,Saves time and labour
For further practice visit this link !!
https://besidedegree.com/exam/s/academic