Note on Types of Filing

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The various types of filing are explained as follows:

Source: slideplayer.com
Source: slideplayer.com

Traditional Filing Systems

This is the old method of keeping the record in a systematic manner. Mostly traditional filing is used in government organization to keep the records. The methods of traditional filing are as follows:

  1. Wrapped up or Bundle Filing

This is the oldest type of filing. In this system, the documents of a certain period such as a month or a year are wrapped in a piece of cloth and tied up. The monthly or yearly bundles are placed in wooden planks or racks. The detail of subject-matter and period are clearly written in the wrappers using red and blue inks. It is still used in government offices and Nepalese courts.

Advantage:

  1. It is very simple and easy to wrap up documents.
  2. It is less expensive method of filing.
  3. There is a little chance of being misplaced.
  4. It requires minimum space of the office.

Disadvantage:

  1. This system of filing is very old and outdated.
  2. It is unsystematic and unscientific because all documents are stuffed in a piece of cloth and firmly tied up.
  3. It is very difficult to locate particular documents.
  4. The filing system documents are not safe from dust, dirt, moisture, silverfish etc.
  1. Wire or Spike Filing

In this type of filing, a simple tool is used that is made up of steel wire with sharpened and a wooden plastic or iron round base at the end. Then paper documents are chronologically inserted in the spike or wire for filing. It is used in private business houses and banks of Nepal.

Advantage:

  1. It is simple and easy to understand.
  2. This method is less expensive to use and maintain. So, it is economical.
  3. This method requires no skill at all.
  4. It takes small space to store.
  5. This filing requires very little time.

Disadvantage:

  1. It is not suitable for a large and modern organization.
  2. It is an unsafe and unattractive method of filing.
  3. It is inconvenient to use.
  4. It is non-durable so it cannot be used for a longer duration.
  5. There is a lack of secrecy of records kept in this file.
  1. Cardboard Filing

It is one of the methods of traditional filing system. In this system, a thick cardboard is used for filing the document. On both side of the cardboard, either only a pair of thick laces or flaps with a pair of thick laces are fixed. The documents are loosely placed one after another in the file in chronological order and are tied up by a pair of laces.

Advantage:

  1. It is a less costly system as cardboards are not expensive to buy.
  2. It is safe than other methods of filing.
  3. The documents can be preserved properly from dust and sunlight.
  4. This type of filing is very easy to operate.

Disadvantage:

  1. It is non-durable as the material used in this type of filing can be damaged by the frequent use.
  2. This type of filing is more time consuming.
  3. It has limited space to hold the documents in it.
  4. There is a chance of loss of documents in this type of filing.
  1. Pigeon Hole Filing

The filing is also known as docket filing. Under this system, a wooden or metal Almirah having several compartments or holes is used for filing the document. The compartments in the almirah look like a pigeon hole so this filing system is called pigeon hole. The holes in the almirah are alphabetically named such as A to Z. The last hole is named 'XYZ'. This system of filing is mostly used in offices like post office where a large number of letters and parcels are to be sorted out.

Advantage:

  1. It is simple to understand and easy to operate.
  2. The documents are well protected as it is placed in a wooden or steel Almirah.
  3. It is a less expensive method of filing.
  4. The documents can be sorted out quickly as it uses alphabetical indexes.

Disadvantage:

  1. It is not suitable for large and modern organization.
  2. The letters and documents in it cannot remain secret as they are open and the docket is attached.
  3. It is a time-consuming method of filing.
  1. Box Filing

In this system, boxes are used to file letters and documents. Such boxes are generally made up of paper, cardboards. The files are made in the shape of a box which is 7 to 10 cm in depth or height. A pair of spring clips is fitted upside it, so it tightly hold the paper. In these boxes, the documents are chronologically placed one upon another. Each subject has each separate boxes that may be stored on tables or cupboard or Almirah.

Advantage:

  1. The mechanism of box filing is simple to understand and easy to use.
  2. Training is not required to use it as it is simple and easy to use.
  3. The files can be protected and preserved in a better way.
  4. The box filing is safe to use.
  5. It is economical because the cost of such boxes is not too expensive.

Disadvantages:

  1. This type of filing is only used for a certain period, it cannot be used for long period.
  2. The indexing is not feasible so it is difficult to locate.
  3. It is unsuitable for large offices having a larger number of correspondence.
  4. The letters and documents get misplaced in the process.

References:

Khanal, Soma Raj, Surendra Thapa Aslami and Sitaram Dhakal.Business Studies.Kathmandu: Taleju Prakashan, 2067.

Pant, Prem R., et al.Business Studies.Kathmandu: Buddha Academic Publishers and Distributors Pvt. Ltd., 2010.

  1. Traditional filing system is the old method of keeping the record in a systematic manner.
  2. In wrapped up filing system, the documents of a certain period such as a month or a year are wrapped in a piece of cloth and tied up.
  3. In cardboard filing system, a thick cardboard is used for filing the document.
  4. Pigeon hole filing is also known as docket filing.
  5. In box filing system, boxes are used to file letters and documents.
.

Very Short Questions

Filing means keeping all the records or documents safe . The various types of filing are:

Trading Filing System:
This is the old method of keeping the record in a systematic manner. It is also called old or conventional filing system. Mostly traditional filing is used in government organization to keep the records. The methods of traditional filing are as follow:

1. Wrapped up or Bundle Filing:
This is the oldest type of filing. In this system, the documents of a certain period such as a month or a year are wrapped in a piece of cloth and tied up. The monthly or yearly bundles are placed in wooden planks or wracks. This filling system is still popular in the Nepalese courts and government offices.

Advantages
The following are the advantages of wrapped up filing are:

  1. It is very simple and easy to wrap up documents.
  2. It is a less expensive method of filing.
  3. There is a little chance of being misplaced.
  4. It requires minimum space of the office.

Disadvantage:

  1. This system of filing is very old and outdated.
  2. It is unsystematic and unscientific because all documents are stuffed in a piece of cloth and firmly tied up.
  3. It is very difficult to locate particular documents.
  4. The filing system documents are not safe from dust, dirt, moisture and silverfish etc.

2. Wire or spike filing:
In this type of filing, a simple tool is used that is made up of steel wire with sharpened and a wooden plastic or iron round base at the end are used for filing which can be kept on the table or hung on the wall. This types of filing are still popular in some offices of private business houses and banks in Nepal.

Advantages:
The following are the advantages of wire or spike filing are:

  1. It is simple and easy to understand.
  2. This method is less expensive to use and maintain. So, it is economical.
  3. This method requires no skill at all, therefore an unskilled person can use this filing.
  4. It takes small space to store since the files are smaller in shape and size.
  5. This filing requires very little time.

Disadvantage:

  1. It is not suitable for a large and modern organization.
  2. It is an unsafe and unattractive method of filing.
  3. It is inconvenient to use.
  4. It is non-durable so it can not be used for a longer duration.
  5. There is a lack of secrecy of records kept in this filing.

 

It is one of the methods of traditional filing system. In this system, a thick cardboard is used for filing the document. On both side of the cardboard, either only a pair of thick laces or flaps with a pair of thick laces are fixed. In this system, usually, papers are first put into manila folders, which are lettered to facilitate quick reference and placed into some boxes.

Advantages 
Following are advantages of cardboard filing are:

  1. It is a less costly system as cardboards are not expensive to buy.
  2. It is safe than other methods of filing. There is no possibility of papers being torn. 
  3. The documents can be preserved properly from dust and sunlights because the covers of the box are always closed when it is not in use.
  4. This type of filing is very easy to operate.
  5. It is simple and easy, no training is required to use it.

Disadvantage:

  1. It is non-durable as the material used in this type of filing can be damaged by the frequent use.
  2. This type of filing is more time consuming.
  3. It has limited space to hold the documents in it.
  4. There is a chance of loss of documents in this type of filing.

Pigeon hole filing:
The filing is also known as docket filing. Under this system,a wooden or metal almirah having several compartments or holes is used for filing the document. The compartments in the almirah look like a pigeon hole so this filing system is called pigeon hole. While placing documents in the holes, they are properly folded to suit the size of the holes.  The pigeon -hole filing is mostly used in offices  like post office and courier services Besides it is also used in factories where a large number of workers are to communicate for different purposes.

Advantages
Following are the advantages of Piegon-hole filing are:

  1. It is simple to understand and easy to operate.
  2. The documents are well protected as it is placed in a wooden or steel almirah.
  3. It is a less expensive method of filing.
  4. The documents can be sorted out quickly as it uses alphabetical indexes.

Disadvantage:

  1. It is not suitable for large and modern of the organization.
  2. The letters and documents in it cannot remain secret as they are open and the docket is attached.
  3. It is a time-consuming method of filing.
  4. It has limited space.
  5. There is always the possibility that letters and documents are misplaced.

5. Box filing:

In this system, boxes are used to file letters and documents. Such boxes are generally made up of paper, cardboards. The files are made in the shape of a box which is 7 to 10 cm in depth or height. A pair of spring clips is fit upside it, to tightly hold the paper. In these boxes, the documents are chronologically placed one upon another. Each subject has each separate boxes that may be stored on tables or cupboard or almirah. Box files safely preserve papers and documents from sunlights,dust, and dirt. 

Advantage:

  1. The mechanism of box filing is simple to understand and easy to use.
  2. Training is not required to use it as it is simple and easy to use.
  3. The files can be protected and preserved in a better way.
  4. The box filing is safe to use.
  5. It is economical because the cost of such boxes is not too much.

Disadvantages:

  1. This type of filing is only used for a certain period, it cannot be used for long period.
  2. The indexing is not feasible so it is difficult to locate.
  3. It is unsuitable for large offices having a larger number of correspondence.
  4. The letters and documents get misplaced in the process.

0%
  • __________are the importance of filing.

    Follow-up for sales
    All
    Proof of evidences
    Aid in control
  • __________is the process of comparing actual work performance with that of planned performance for correction in future.

    Classification
    Contolling
    Indexing
    All
  • _________are the qualities of Good Filing.

    All
    Simplicity
    Economical
    Flexibility
  • Which one is the qualities of Good Filing ?

    Gain monopoly positions
    Delay in decision
    Simplicity
    Smooth operations of work
  • ________are the types of filing system.

    Box File
    Traditional Filing System
    All
    Misil file
  • ________are also known as wire or pillar filing method.

    Misil File
    Rod/Spike File
    Baggage File
    Box File
  • ____filing method are the method in which an iron or wooden sharrpen rod is fixed on the wall or table .

    Baggage File
    Box File
    Misil file
    Rod/Spike File
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