Modern system of filing

    Modern                   system of filing

INSTRUCTOR: Ranjeet Yadav

Ananayaaccountancy blogspot.com

Modern system of filing 

The traditional system of filing aur suitable only for the small organisation that have a least number of documents to be filed. They suffer from a number of drawbacks which make their use in the modern offices impractical .Now a days organisation seek efficiency in performing various activities. The modern filing system assists them  in gaining efficiency by availing necessary documents as required. Song of the modern system of filing are mention below.

a.Flat or Horizontal filing

          This is a system of filing in which the files and folders are kept horizontally making a pile. Since, the files and folders are kept one after another in sleeping position. It is called of flat system of highly. The papers are kept inside the file in chronological order that is orders of dates. This means the documents of the earlier dates appear at the bottom where as the document of later dates appear on the top of the file. The papers are punched and tied with a lace. Sometimes, a metal clip is used to hold the papers and documents. In the face of the file the details about the correspondence are mention full stop the files are arrange the horizontally on alphabetical order.

                Advantages of Horizontal filing/Merits

1.Simple: the documents under flat filing system are kept inside the file in chronological order. Hands this method is simple to understand and use.

2.Flexible: there is no difficulty in addition or reduction of the files. Hence it is flexible system of filing.

3 .Economical: it is an economical method due to the use of less filing equipment does not need trained personal to handle.

4.Quick locations: the documents are file chronological. Hands it enables the quick location of documents.

5.Less space: the files are kept on one upon another making a file. Hence it consume less space.

6 Safety: the documents are punched and tide. Hence it provide  safety to the documents as.

              Disadvantages/ Demerits.

1.Time consuming: the documents are punched and tide up .So it consumes more time to keep and take out the document.

2.Difficult to locate: the files are kept making a pile. So it is difficult to locate and take out the required file.

3.: unsuitable: it may be unsuitable to the large organisation where a large number of documents are to be kept in a file.

4.No safety: the files are kept openly without locking system. Hence they are not safe.

5.Lack of secrecy: the details are mention on the file. So no secrecy are maintained.

6.Disapperance of information: the documents are punished and file. Hands the important words or figure may disappear and lead to wrong information.

b.Vertical filing system.

 The way of arranging the files in upright or vertical position in support of each other is called the vertical filing system. Under this system, the papers are kept loosely inside the file. In other words it is not necessary to type the papers inside the file. The folders are kept inside the drawer or cabinet having the locking system. The folders are made of hard paper so that they can we kept in up right position. Finally the folders are arranged alphabetically aur subject wise as per the need of the office with suitable guide cards for easy identification.

Advantages/Demerits

1Easy to operate: the documents are kept loosely inside the folder. So it is easy to keep and take out the required documents.

2.Easy to locate: the highest are kept vertically with the guide card. Hence they can be located easily.

3Flexible: the numbers of folders can be added and reduced easily. So this system provides flexibility.

4.Safety: the folders and documents are safe due to the locking system in the drawer.

5Right information: the papers are not punch. Hands they are safe from giving wrong meaning or confusion.

Disadvantages/ Demerits 

1Chance of losing papers: the documents are kept loosely inside the file. Hands there is a high chance of losing the paper soil keeping and taking out.

2Costly: it needs a special folder and cabinet with locking system. So it is costly system of filing

3.More space: under this system the files are kept vertically which consume more space.

4.Needs guides: it needs more time and effort for making guide cards.