Filing and Indexing

The filing system has changed and improved considerably over time to meet the change in an office. The traditional filing system is not able to meet all the requirement so it has limited use in modern offices. So, the traditional filing system has been replaced by a modern filing system.

Modern Filing System

The filing system has changed and improved considerably over time, to meet the change in an office. The traditional filing system is not able to meet all the requirement so it has limited use in modern offices. So, the traditional filing system has been replaced by a modern filing system. Some important types of modern filing system are as follows:

Horizontal Filing System

The horizontal filing system is a modern type of filing where the documents or letters are chronologically placed in folders one upon another in a horizontal or flat position. The latest documents are placed on top and the oldest at the bottom in the folder. There are two types of horizontal filing:

Flat file:
A flat file is made of cardboard or thick paper where each flat file is attached with a pair of metal clips or laces on the left-hand side which helps to hold the paper tightly. A pair of holes is made on the left-hand side of each paper. The hole is made by using a punching machine. Then, the paper is inserted into clips or laces. Those clips are locked or the laces are tied up to hold the paper tightly. For the identification of files, they are classified on alphabetical, numerical, geographical or subject bases.

Arch Lever File:
An arch lever file is popular and commonly used to preserve documents, record, and letter. It is made of thick cardboard, a pair of an arch-shaped metal rod, a lever with lock and a pair of clips. The rods, lever, and clips are attached on the left-hand side of the file. A pair of holes is made on the left-hand side of each paper. To insert and take out the paper, the lever is unlocked and clips are opened. When the job is done the lever is locked and clips are closed.

Advantages of horizontal filing:

1. This type of filing is very simple to understand and easy to operate.
2. It is economical because the flat or arch lever files are less expensive.
3. This type of filing requires minimum space to store files.
4. The speedy reference of letters and documents is possible in this filing.
5. It safely keeps the documents and letters from dust, dirt, moisture, silverfish, and termites.

Disadvantages of horizontal filing:

1. It is time-consuming because the papers need to be punched, inserted, locked or unlocked, opened and closed.
2. There is difficulty in locating a particular file.
3. The reference of paper is inconvenient.
4. There is limited capacity for filing letters and documents.
5. The documents may be damaged while punching and inserting them.
6. It is not suitable for a large-scale organization having a large number of documents.

Vertical System of Filing

The vertical system of filing is the most popular type of filing system where the documents are kept in an upright or standing position in the files or the folders which are made of cardboard papers. The folders are folded in the middle to hold the letters and documents in them. These folders and files are placed in a drawer in a vertical or upright position.

Advantage:

1. It has a large capacity to preserve a large number of letters and documents.
2. This filing system is flexible it can accommodate any number of folders as per requirement.
3. It is a very safe method of filing because it keeps the documents and letter safely in a file or folder, drawer, and cabinets.
4. It is relatively less expensive because of its space capacity.
5. The documents can be readily available because it contains alphabetical, numerical and subjectwise indexes.
6. This filing system is universally applicable.

Disadvantage:

1. It requires files, folders, drawer, and cabinets so it requires a relatively higher investment.
2. This filing system requires a relatively larger space to install its equipment.
3. It is not easy to operate because it requires special knowledge and skill to operate.
4. There is a possibility of the documents being misplaced.

Vertical Suspension Filing

Vertical suspension filing is the improved form of vertical filing. The drawer with the documents is fitted with a metal frame from which pocket folders are suspended. There are two types of suspension filing: flat-topped, where the rigid bars support a flat top and indexed-tabbed, where the reference trip is contained on a tab slightly inclines backward.

Advantage:

1. It facilitates easy location of the documents.
2. This filing is more flexible than the ordinary vertical filing.

Disadvantage:

1. It is expensive because it involves a high cost to install and operate.
2. It requires more space to install the equipment.

Lateral Filing

 

Since suspension filing requires more floor space to install the equipment so, the lateral filing was developed to overcome the limitation of suspension filing. Therefore, lateral filing is the modified version of vertical suspension filing. In this system, the documents are filed laterally along the shelf, the pockets having index strips on the visible ends of the files. The shelves can be installed up to a height of 2 m and the depth of each shelf is less than 60 cm.

Advantage:

1. It requires less space to install the equipment because the size of cabinets is smaller.
2. The letters and documents can easily be located because of the use of an index.
3. It saves the costs as the cabinets of vertical suspension filing can also be used.
4. It provides more scope for expansion as per the growing needs of a modern office.

Disadvantage:

1. It requires higher investment because it needs specially designed almirah and shelf.
2. It requires skills to file the documents.
3. It is not suitable for smaller offices as it requires higher costs to install and operate.

Open-Shelf Filing

An open-shelf filing is a very common type of filing. The files are kept on open shelves in numerical order. The open shelves may be of any height. In this filing, shelves are arranged in rows leaving adequate space between the two rows for people to freely move.

Advantage:

1. It saves time for reference as letters and documents can easily be located.
2. It is convenient for employees to handle.
3. It is suitable for larger offices having a larger volume of correspondence to handle.
4. It has more scope for further extension and expansion.
5. It is less expensive as the cost of equipment is low.

Disadvantage:

1. It is not suitable for a small and medium type of offices.
2. There is always a chance of misplacing or losing files.
3. There is a lack of secrecy as the shelves are open.
4. There is a lack of safety of letters and documents from ducts, dirt, insects, and moisture

Classification of Filing

The objective of filing is to preserve the records safely and systematically. So, proper classification is made to fulfill this objective. The filing is classified according to different headings under which the records are classified as per common characteristics. The methods of filing are discussed as follows:

Alphabetical Filing

The process of keeping records on the basis of roman, Devanagari or any other alphabets is called alphabetical filing. In the most used system documents are kept and arranged according to the Roman alphabet such as A to Z but in Nepal, Devanagari script is also used. In this method, files and folders are classified and arranged in drawers on the basis of alphabets of the name of persons, firms, and institutions.

 

 

Advantage:

1. It is simple and easy to understand and follow.
2. This method needs no separate index.
3. It is a flexible method of filing.
4. It is equally suitable for both small and large organization.
5. This method is useful and applicable to all sorts of letters and documents.
6. It facilitates grouping and classifying the documents and letters.

Disadvantage:

1. It is a time-consuming method of filing.
2. The letters and documents having similar name may create confusion to identify.
3. Since there is a chance of confusion so there may be difficult to find a particular document.
4. It lacks confidentiality as the classification system remains open.

Numerical Filing

The files that are kept and arranged according to the numerical order is called numerical filing. There are two types of numerical filing:

1. Consecutive Numerical method:
   In this method, the folders are strictly arranged in a simple numerical order such as 1, 2, 3, 4, 5 and so on.
2. Dewey Numerical method:
   In this method, the folders are classified with decimal digits to facilitate even sub-classification.

Advantage:

1. It is suitable for large offices having a large number of files and folders.
2. It is an accurate method of filing.
3. There is greater flexibility in this method.
4. The separate index can be developed by using numbers.
5. An easy reference is possible because files are numbered.

Disadvantage:

1. It is expensive because there is separate indexing.
2. This method is not suitable for smaller offices having a smaller number of files and folders.
3. This method is a time-consuming method.
4. This method is not easy to operate.

Geographical Filing

The geographical filing is the method of arranging the documents and letters according to town, district, zones, region, and countries. The alphabetic arrangement is also adopted in a geographical method of filing.

Advantage:

1. It is simple to understand and easy to use.
2. The documents and files can be located quickly.
3. It is suitable for those offices which are engaged in correspondence with the individuals, firms, and institutions.
4. It saves time for filing the documents.

Disadvantage:

1. It is an expensive method and not suitable for smaller offices.
2. This method is difficult to handle for those who are not acquainted with the geographical locations.
3. It cannot maintain secrecy because the name of place and person is written on the file.
4. It is a time consuming to locate the file because it uses different cards and indexes.

Chronological Filing

Chronological filing method refers to the arrangement of files based on the time of the documents, letter, documents received and dispatched. The documents are arranged in order of their date, day and time.

Advantage:

1. It is simple to understand and easy to operate.
2. The documents can quickly be located if their dates are known for sure.
3. It is useful for accounting.
4. It is less expensive as it does not require specific drawers or cabinets.

Disadvantage:

1. This method of filing is not suitable for large offices.
2. It is not useful for filing the letters and documents which have no clear dates mentioned.
3. It requires a large number of files because every day a number of documents have to be filed.
4. It is difficult to separately keep records of incoming and outgoing letters and documents.

Subject Filing

Subject method of filing refers to the arrangement of the files and folders in the drawer according to the name of subjects and the subjects are arranged alphabetically. The subject may be sub-divided as per volume of transaction and correspondence according to the alphabetical order.

Advantage:

1. It is simple to understand and easy to operate.
2. It is flexible because there is the possibility of inserting and deleting a large number of files.
3. It is economical because all the documents under one subject head are filed in the same folder.
4. It is suitable for those organizations where subjects are important rather than names or numbers.

Disadvantage:

1. It is not applicable for filing miscellaneous subjects.
2. It is time-consuming to find all the documents because they are kept according to subjects.
3. It needs more time and effort to select the names of the subject and sub-subjects.
4. It is a costly method as indexing required to locate the files.

Indexing

 

Indexing can be defined as the alphabetically arranged list of items given at the end of the printed text with the page number on which the items can be found. It is used to provide information about chapter or topic, books word, and meaning in the dictionary. Indexing helps in quick identification of files and document in the filing system of office. It not only help in the quick location of the document but also helps in a systematic arrangement of a document in a file.

In the modern office, indexing plays a very important role in a filing system. It is essential to protect the necessary document in a systematic manner. A business may need information and documents related to the customer, supplier, creditors and other stakeholders (media person). Indexing preserves valuable information about these people in a systematic manner and helps in the prompt decision.

In conclusion, Indexing is the sign, symbol or guide for the location of documents in a filing system. It provides the exact location of documents in a filing system and provides an exact location of a document relating to a particular person or organization. It can be used in all types of business organization such as banking, academic institutions, manufacturing organization etc.

 

 

Purpose of Indexing

• To ensure the easy and prompt location of file and document
• To support in developing a systematic filing system in an office
• To maintain secrecy about an internal matter of business
• To bring smoothness to an office performance
• To improve the efficiency of employees
• To reduce operational expenses of the office

Importance of Indexing

Indexing is very much important to protect file and documents of large size business organization. It is very difficult to ensure the quick location of files of a big organization without the help of indexing. Indexing not only helps in the quick location of a document but also provide the systematic arrangement of a document. It ensures smooth flow of office work even in the absence of particular staffs. The importance of indexing can be explained with the help of the following points:

1. Systematic arrangement of files:
   Indexing helps to develop a modern scientific method of filing because indexing is not possible if the documents are not arranged in a systematic manner. It adopts certain basic standard while developing a filing system.
   
   
2. Prompt location of files:
   Indexing provides signs, symbol, and guide to the specific file in drawers. A person who needs a document in a file can make the use of an index to locate it. It saves employee time to search document.
   
   
3. Saves time and effort:
   Indexing helps to locate the position of the specific document in files at a short period of time. It helps to make a quick decision by providing necessary information stored in files. Therefore, indexing is very important to save time and effort of employees.
   
   
4. Develop efficiency:
   Indexing facilitates the systematic arrangement of files and document. It saves the time required to search the information and space required to protect valuable document and information. It brings smoothness in an office performance. The overall effect of this is an improvement of employees efficiency.
   
   
5. Cross Reference:
   The cross-reference means the preservation of files at the appropriate location by more than one name or number. It helps to the quick location of files even if different files have the same name. The cross-reference helps to bring smoothness in the office performance.
   
   
6. Reduce Expenses:
   The systematic arrangement and preservation of file reduce the overhead expenses of the office. The systematic arrangement reduces the space requirement to store the document. In other hands, it reduces time to search the document and saves time to employees and cost of the office.
   
   
7. Maintain Secrecy:
   The internal matter and records of an office may be very important and non-disclosable, for this purpose indexing facilitates the method of sign and symbol to denote specific files. It helps to maintain the secrecy of files and document of office.

Qualities of Good Indexing

Good indexing must be supportive for conducting business activities. The different office may use a different kind of indexing because the requirement of indexing system is largely determined by nature and size of the business but there is some common quality of indexing which will be suitable for all kind of business. The common qualities of indexing are as follows:

1. Simple to understand:
   The indexing system adopted by office must be simple to understand for all employees. Good indexing must not use any complex instrument and procedure. The guidance and symbol must be developed by understanding knowledge and experience of staff regarding indexing.
   
   
2. Flexible:
   Indexing system must be flexible to address change requirement of office. Indexing must be expandable with the increase in size and volume of business. Therefore, there should be a system of expansion and deduction in indices according to organizational need.
   
   
3. Safety and Secrecy:
   The good indexing must be maintained to protect valuable document of office. It should protect the index from possible damage. Indexing must be developed in such a manner so that the information should not be disclosed to an unauthorized person.
   
   
4. Economical:
   The indexing should not increase the unnecessary cost to the office. Good indexing should be developed scientifically by considering the financial ability of the organization. It should minimize the space-time of the organization.
   
   
5. Permit cross reference:
   A business may have a large volume of files and documents. The indexing developed for files and document may lose or two or more than two files may have the same name with each other. In such situations, cross reference is very essential. Good indexing must provide a cross-reference to easily locate the files.

Types of Indexing

Book Indexing

It is a simple type of indexing. In this type of indexing, a hard-bound register book is used. The book is marked with alphabet A-Z on the right-hand side of its pages in such a manner that all alphabets can easily be seen. The entries of persons are made in the book with the first letter of their name or surname.

Advantages

• It is simple and easy to understand.
• It is cheap and suitable for small offices.
• It is safe and reliable as it uses a bound book.
• It is useful when the number of files is limited.

Disadvantages

• It is inconvenient.
• It has limited use only.
• It is not useful when the number of names increases in the office.
• Two or more person cannot use at once.

Loose-Leaf Indexing

It is an improved form of book indexing. In this type of indexing instead of using a hardbound register book, a loose sheet of paper is used in which alphabets A-Z are marked. In this type of indexing, loose sheets can be fastened by using a metal ring.

Advantage

• It is flexible and easy.
• It is suitable for both small and large organization.
• It is cheap.

Disadvantage

• It has more chances of misplacement.
• It can be damaged easily.
• There is more possibility of fraud.

Card Indexing

Card Indexing is an important method of indexing. It is an improved version of the loose-leaf method in which cards of a standard size instead of loose leaves are used. The cards are made of thick cardboard or paper and the standard size of such cards is 3inch. These are kept in the drawer of a steel or wooden cabinet. These cards are placed in a vertical position.

Advantage

• It is simple and easy to understand.
• It is economic.
• Cross-reference is possible.

Disadvantage

• This types of indexing need a large investment.
• More time is required to search the files.
• It is not suitable for a small business firm.

Visible Card Indexing

Visible card indexing is an improved form of card indexing. The numbers can be easily seen. This indexing makes possible to read one line on the head of each without turning the card.

1. Strip Card Indexing

In this method, one line is made of thick cardboard paper which is fitted in a frame in such a way that all the strips fitted in the frame are visible at a glance. The strip fitted in the frame can be easily removed and placed. There can be different sizes of strip cards. The strips are arranged in alphabetical order. For easy and prompt reference, this type of indexing is becoming popular in the modern office.

Advantage

• It provides a prompt reference.
• It doesn't need any cabinet or almirah.
• This is a flexible method in which removal is possible.

Disadvantage

• It is expensive.
• This method is difficult to operate.
• It is not suitable for office having a small volume of correspondence to handle.

2. Rotary Card Indexing

Rotary card indexing is also called wheel or circular indexing. This is an advanced form of visible indexing. In this method, paper cards of uniform size are fixed around metal rod fitted in a rotatory machine. The cards are arranged in alphabetical order in the rotary machine. In this system, as many as 10000 cards are mounted around.

Advantage

• It is a flexible method.
• It is suitable for a large office.

Disadvantage

• It is expensive.
• It is difficult to operate.
• It is not suitable for small offices.

Therefore, the selection of specific indexing also depends on the nature and size of business. The selected indexing must be suitable for business.