Note on Filing

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Filing is the form of record keeping and it preserves the important document for future references. So, filing refers to the systematic and scientific preservation of official document in such a way that they can be delivered whenever required. It is the process of collecting, classifying, arranging and preserving the official records for their quick delivery and availability. It is the part of record management.

The following are the main definitions of filing: -

“Filing is the process of arrangement and storing records so that they can be located when required.” – J.C. Denyer

“Filing is the preservation of letters, papers and documents so that they can be rapidly found out when required.” – M.C. Shukla

From the above definition, it is clear that filing is the process of arranging and preserving the important documents in a proper place so that they can be located quickly and easily at the time of necessity.

Objectives of Filing

The main objective of filing is to keep the systematic record of the important documents for future use.The following are the main objectives of filing:

  1. To collect the documents
    The documents need to be collected so that it could be preserved for future references. The main objective of filing is to keep the records of documents. And to keep the records of document it needs to be collected from different sources. Hence, the first objective of filing is a collection of documents.

  2. To preserve the documents
    The main objective of filing is to preserve the documents for future reference. The documents must be properly preserved so that they will not get lost and will be safe from insects, theft, rats, water, moisture and fire. So, proper filing helps to protect the documents and keep it safe.

  3. To provide evidence
    The letters and documents received in the office and filed properly at present can be proof at any time in the future.These documents can help to sort out misunderstandings and disputes relating to various matters.

  4. To provide information
    The documents of office are filed properly which contains various types of useful information. Sometimes in necessity, the information is need to be provided to the shareholders, customers, suppliers, government and other concerned parties. Hence, the objective of filing is to provide information by keeping the records properly.

  5. To provide promptness in work
    Generally, with the help of past records, the daily routine of the office are carried out. The systematic filing of records helps to bring rapidity in work .So, one of the objectives of filing is to bring promptness in official works.

  6. To provide guidance
    Filing of past records and documents can act as a guidance to the office staff to carry out their daily works. It guides the new staff and supports the existing staff to perform their duties effectively.

  • Filing is the form of record keeping. It is a careful and systematic preservation of letters, vouchers, bills, reports, papers and other important documents. 
  • The safely and systematic preservation of the documents is the main objective of filing.
  • The basic objective of filing is to preserve the documents for future reference. 
  • The letters and documents received in the office are quite useful for future reference. 
  • Filing of past records and documents also guide the office staff to carry out their daily works.

 

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Very Short Questions

Filing is the process of collecting, classifying, arranging and preserving the official records for their quick delivery and availability. It is the part of record management. It is the system of keeping records so systematically that they are easily and quickly obtainable as and when required.

According to J.C Denyer,“Filing is the process of arrangement and storing records so that they can be located when required.”

The following are the main objectives of filing:

  1. To preserve documents
    The main objective of filing is to preserve the past and present documents from possible loss and damage.
  2. To provide information
    Filing preserves the record of past and present so that it provides all required information of office to the concerned person or party.
  3. To act as proof
    All important and useful documents and letters are preserved in the file, so they can be presented as a proof for the settlement of possible disputes in future.
  4. To increase efficiency
    Filing provides all necessary records and information as and when required, so it helps to increase the efficiency of staff in smooth and quick performance of their day to day activities.

Filing is an important function of an office. The success of the business largely depends upon good filing system. Filing is the storehouse of records not only for safety but also for locating them easily and quickly at the time of necessity. The following points highlight the importance of filing: -

  • Filing collects the required papers and documents for future reference.
  • It preserves the important files and documents from insects, dust, moisture, water, rats and fire.
  • It helps to increase the image and prestige of the organization.
  • It fulfills the legal requirement.
  • It provides the detail of past activities.
  • It helps to settle down the dispute & misunderstanding.
  • It provides information to the various users.
  • It helps for making a prompt decision on different official matters.

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  • Filing is the process of ______ files and documents.

    collecting


    arranging


    all the options are correct


    classifying


  • Which one of them is the objective of filing?

    To provide promptness in work


    All the options are correct


    To preserve the documents


    To act as evidence


  • “Filing is the process of arrangement and storing records so that they can be located when required.” Whose saying is this?

    S.P. Arora


    J.C. Denyer


    M.C. Shukla


    A.R. Agrawal


  • “Filing is the preservation of letters, papers and documents so that they can be rapidly found out when required.” Whose saying is this?

    J.C. Denyer


    J. R. Batliboi


    M.C. Shukla


    G.R. Agrawala


  • Filing is the ______of records.

    research


    project


    storepark


    storehouse


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