Subject: Business Studies
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 So, the traditional filing system has been replaced by a modern filing system.
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 So, the traditional filing system has been replaced by a modern filing system.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:
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:
Advantages of horizontal filing:
Disadvantages of horizontal 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:
Disadvantage:
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:
Disadvantage:
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:
Disadvantage:
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:
Disadvantage:
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.
Explain the two system of modern filing system.
Modern Filing System
The filing system has changed and improved considerably over time to meet the change in an office. The modern system of filing is characterized by the increasing use of improved office equipment, such as computers. The traditional filing system is not able to meet all the requirement so it has a limited use in modern offices. So, the traditional filing system has been replaced by modern filing system. Some important types of modern filing system are as follows:
Horizontal Filing System:
Horizontal Filing system is a modern type of filing. The documents or letters are chronologically placed in folders one upon another in 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. Each file is attached with a pair of metal clips or laces on left-hand sid of it to hold the papers tightly. In this system, papers are chronologically placed one upon another in a flat or sleeping position in the file. For the easy identification of files, they are classified into alphabetical, numerical, geographical and subject bases.All the files are safely kept in an almirah, a wrack, or a drawer in a flat or horizontal position.
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 inserted 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. The files can be placed on a table, in a drawer, cupboard, wrack or almirah a flat or horizontal position.
Advantage:
Disadvantage:
Vertical System of Filling:
It is the most popular type of filing in modern offices because it is particularly suitable to larger where many transactions take place everyday. . 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. In files and folders, letters and documents are placed in a chronological order without punching and tying them up in a pair of clips.
Advantages:
Some of the advantages of the vertical system of filing are as follows:
Disadvantage:
Describe Horizontal Filing System
Horizontal Filing System:
Horizontal Filing system is a modern type of filing. The documents or letters are chronologically placed in folders one upon another in 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. Each file is attached with a pair of metal clips or laces on left-hand sid of it to hold the papers tightly. In this system, papers are chronologically placed one upon another in a flat or sleeping position in the file. For the easy identification of files, they are classified into alphabetical, numerical, geographical and subject bases.All the files are safely kept in an almirah, a wrack, or a drawer in a flat or horizontal position.
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 inserted 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. The files can be placed on a table, in a drawer, cupboard, wrack or almirah a flat or horizontal position.
Advantage:
Disadvantage:
What is vertical suspension filing And lateral filling? mention advantages and disadvantages of it.
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. The sides of the drawers are sufficiently high to support the suspension bars. There are two types of suspension filing a) flat-topped, where the rigid bars support a flat top and b) indexed-tabbed, where the reference trip is contained on a tab slightly inclines backward.
Advantage:
Disadvantage:
Lateral Filing:
Lateral filing is another system of filing which requires more floor space to install the equipment. So, the lateral filing was developed to overcome the limitation of suspension filing. 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. It is so designed that even the existing almirahs and cupboards can be used for this filling.
Advantage:
Disadvantage:
Explain the various types of modern filing system.
Some important types of modern filing system are as follows:
Horizontal Filing System:
Horizontal Filing system is a modern type of filing. The documents or letters are chronologically placed in folders one upon another in 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. Each file is attached with a pair of metal clips or laces on left-hand sid of it to hold the papers tightly. In this system, papers are chronologically placed one upon another in a flat or sleeping position in the file. For the easy identification of files, they are classified into alphabetical, numerical, geographical and subject bases.All the files are safely kept in an almirah, a wrack, or a drawer in a flat or horizontal position.
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 inserted 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. The files can be placed on a table, in a drawer, cupboard, wrack or almirah a flat or horizontal position.
Advantage:
Disadvantage:
Vertical System of Filling:
It is the most popular type of filing in modern offices because it is particularly suitable to larger where many transactions take place everyday. . 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. In files and folders, letters and documents are placed in a chronological order without punching and tying them up in a pair of clips.
Advantages:
Some of the advantages of the vertical system of filing are as follows:
Disadvantage:
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. The sides of the drawers are sufficiently high to support the suspension bars. There are two types of suspension filing a) flat-topped, where the rigid bars support a flat top and b) indexed-tabbed, where the reference trip is contained on a tab slightly inclines backward.
Advantage:
Disadvantage:
Lateral Filing:
Lateral filing is another system of filing which requires more floor space to install the equipment. So, the lateral filing was developed to overcome the limitation of suspension filing. 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. It is so designed that even the existing almirahs and cupboards can be used for this filling.
Advantage:
Disadvantage:
Open-shelf filing:
Open-shelf filing is a very common type of filing. The files are kept on open shelves in a numerical order. Usually, files are laterally kept in open shelves in numerical order. In this type of filing, shelves are arranged in rows leaving adequate space in between the two rows for people to freely move.
Advantage:
Disadvantage:
© 2019-20 Kullabs. All Rights Reserved.