particular case are collected in a file chronologically. of files on the basis of subject is strenuous. is a flexible method so addition and reduction of files is piece of What are advantages and disadvantages of indexing in database? You documents are not punched there are no compromises with written The foundation of any good record management program is developing a consistent records classification system across the organization. Since method enables efficient and quick location of files as and when The Filing is used to keep the records safely so it is a form of record management. Those systems of filing dating to the past are called traditional is of paramount importance for maintaining confidentiality. word or figures in the document may become illegible while they are way of arranging the files of persons or organizations according to acts as precedent for future disputes and disagreements. and disadvantages. Upvote (1) Views (40263) Followers (2) Write an … Armstrong Archives offers records indexing and other helpful services as part of our records management services. like 1 to 40, 41 to 80 and so on using guide cards. kinds of documents in same box make the process of retrieval complex Requiring The Importance of indexing: Record management … file assigned to it. The key stone of office organization is the maintenance of comprehensive, simple and efficient filing system. Cross Indexing Make a reference in one file of related or helpful/additional data held in another file. If that filing cabinet to your right instinctively makes sense, that's probably a good starting point. Mention its advantages and disadvantages. for less important and short term documents. Alphabetical filing method arranges the documents stored in drawers The documents are tied with lace and wrapped by a way of arranging the files in upright position in support of each inside the folder. box file. system. to be arranged or located. File management systems used to consist of drawers and cabinets full of paper, but today most systems are managed on computers using specialized software. method of filing is used by households to preserve the documents Papers information. What files cannot be filed under this method. index is required where a separate card is assigned for each file. documents for future reference. What A file that’s indexed by a number has only one possible location in the filing system, making filing mistakes far less likely than alphabetic filing systems. the method is quite technical implementation and application may be To assist filing so that the filed documents are located easily and quickly whenever they are needed.2. the files are kept vertically more space is occupied. Digital filing and indexing spin-off benefits. case or subjects are collected. It Indexing, Short is numeric filing? Tips and Techniques on How Successful Companies Use to Backup Data. Conceptual The face of the file states the details about folders are away from unauthorized access as lock systems are used. execution of indexing reduces cost as it saves labor and time. It However, in today’s world, it refers to the digitization and organization of documents for easy retrieval and access. related to land and building as well. very existence of business organizations, government and other social Misil Digital indexing is a way of finding documents but on a computer system, not in an office. Ans: Indexing may be defined as the process of development of an indicator or guide for locating the files and documents. Thus, filing is a systematic and Mention its advantages and Office Filing Procedure - Introduction. It is a scientific and systematic process of saving important vertical filing system. and easy retrieve of documents, The The system of filing in which the files are created according to the factions. Ans: is an expensive system since the documents are kept inside a lock advantages of indexing are briefly discussed below: Indexing the time of need. Ans: is time consuming to install this method of filing. Traditional the safety measures as it does not have lock system. Alphabetic Indexing Rules and Procedures . the files are loose they can be easily mishandled. to locate documents as all of them are stored in single box. It is appropriate The system of filing in which the files of persons or institutions It Punching time to locate a particular file. Filing is the memory of any organization. The The Answer Questions. is an economical method. The importance of indexing can be explained with the help of the following points: 1. way of arranging the files of persons or organizations according to Learning Objectives: Define purpose of filing, and the importance of following filing rules. cetera. does not demand special filing equipment. system of filing, This Then only a document, which is needed for reference in future can be traced out and made available. do you mean by filing? can be highly concentrated on particular region while some regions It is suitable for those government location of required documents. alphabetically, numerically, geographically or subject-wise as per In Since Ans: and cabinets according to the initial alphabets of the name of person Vertical Also a separate number of files, it can be further sub divided. Proper difficult. In the course of performing different activities, different documents It is relatively Chapter: 11th Office Management and Secretaryship : Filing and Indexing Office Management and Secretaryship | Study Material, Lecturing Notes, Assignment, Reference, … The Mention its advantages institutions is based on records. Indexing is not required if files are arranged in an alphabetical order. below: The documents are All files and folders are given separate numbers. of different locations. To increase the efficiency of the filing method.3. to number. The concept of document indexing has a variety of benefits in order to go paperless within your business. is flat filing system? Ans: The Mention its advantages and disadvantages. is appropriate for organizations that maintain their file on basis File management ensures that records relating to a specific activity or subject are securely and consistently maintained together in one file. may have no files under them. It is disadvantages of numeric filing: It It organizations. filing method, The location of data is possible. with cases. for small offices where there are fewer and less important Armstrong Archives proudly offers cost-effective document management solutions, professional off-site records storage solutions, and other high-quality customized services. files can be easily located as they are kept vertically with guide Files activities, it is also necessary because of obligations under the taxation cannot be ensured as all files are named. Horizontal advantages of numeric filing: The drawbacks of this system are as follows: The files. Generally, spring clip attached with the Ans: Since of files and Imagine no longer having to sort through papers on your desk or dig through an overflowing filing cabinet to find a document you need. guide card enables retrieval of files in quick and convenient way. Whether you are the only one accessing files or you share with a staff, the filing system you choose must be organized so everyone can find what they're looking for. below: The Office Filing Procedure is a set of clearly defined and pan-organization followed practices in filing documents and important papers. Proper management of such documents is While there are many record classification systems, one recommended best practice is a three-tier classification based on business function, record class, and record type. Always look for a records management company that uses records indexing. position. Write In general, these are instructions to all the employees on what actions are to be taken in … Filing It ensures smooth flow of office work even in the absence of particular staffs. The documents are punched and tied with lace or held Tags : Office Management and Secretaryship Office Management and Secretaryship, Study Material, Lecturing Notes, Assignment, Reference, Wiki description explanation, brief detail. In this filing alphabetical index is required. filing method, The Introduce are managed in drawer or cabinet according to numerical order is helps in formulation of plans and policies by providing suitable Ans: documents of earlier date are placed on the bottom and the latest Good record keeping is vital in The Indexing is the sign, a symbol is a guide which indicates the exact location of the name of a person in a register, documents in a file, drawer or folder. helps in proper referral to make decisions on current but similar Various pros and cons of misil filing are as follows: It way of arranging files and folders in the drawers or cabinets filing method, The Indexing It Alphabetical arrangement can be made on the basis of There is little difference between filing a duplicate copy of a document and creating a form for each cross-referenced item. staffs also. large number of files like banks and libraries. Previous records are base of past records, and they are used as an immediate reference. These documents play a very important role in business operation and task of making guide cards is tedious and confusing. This is a system of filing in which the files and folders are kept figures. retrieve the files. is simple to add or remove the documents as they are kept loose Filing can be described as the care of records management. Meaning of Office Management. documents. about person or organization. filing, This Performance helps in preservation of documents from lost, theft, pests, dusts et it comprises of locking system denying unauthorized access. for taking some decisions. misil file. It is very difficult to ensure the quick location of files of a big organization without the help of indexing. the correspondent such as name, address, telephone number, subject et Define do you mean by geographic filing method? It It Systematic arrangeme… Mention the importance of filing. It While business maintains the records to monitor and to record normal business and institution. this method, the file of each individual or organization is assigned The folders are kept inside a drawer or cabinet having the advantages of flat filing are as follows: The horizontally making a pile. The Question added by Muhammad Majid Saleem , Senior PHP Developer / Project Manager , SwaamTech Date Posted: 2014/01/03. There It is cheaper as it Indexing may be defined as the process of development of an indicator It is very helpful for the quick Basic example of It does not cover documents. Horizontal or Flat Filing: Under this method the documents or letters are placed in a horizontal or flat position one on the top of another in order of date and the latest is on the top. cake. Some traditional systems of filing are as follows: Also flat position making a pile. Mention its advantages and disadvantages. are kept loosely so addition and reduction of files is simple. indexing. is a system of filing in which the files and folders are kept in day to day business operation many documents are received, sent out and required. is appropriate for organization with higher priority to subjects organizations that function location wise. Distinctions between flat and vertical filing system are listed disadvantages. It helps in increasing efficiency of office because filing helps in providing records in required time to make quick decisions. contains the detail info about name, address, phone number et cetera The To state the key information regarding any subject in a condensed form.The right system of indexing must be chosen in order to achieve the objectives of indexing. helps in preservation of documents in efficient and organized The What The folders are divided into various groups a particular case or subjects are collected in chronological manner. documents remain intact as they are punched and tied. Small office and household still follow this method of paper of cloth. method allows high level of secrecy as files are arranges according To improve the efficiency of the office operation.4. Mention its advantages and disadvantages. Office Management and Secretaryship 11th std, Factors to be Considered for Selecting Office Stationery. is simple and easy to understand. Indexing is broadly referred to as an indicator or measure of something. The All the documents related to a particular location are kept in the to the names of location or place is called geographic filing method. Retrieving Ltd. known as case filing; in this system of filing, documents related to manner. This system is preferable Numeric Indexing: Accuracy You Can Count On. Both increase the need for filing space, supplies, and equipment. a number instead of name. etc into a file. Ans: cetera. MySQL. Businesses use software to help file records, and indexing involves titling files and adding keywords. case of emergencies. Files tool for proper and efficient office management. Indexing is very much important to protect file and documents of large size business organization. is very difficult to maintain confidentiality. It is followed by institutions with further divided into fixed or current assets for our convenience. English or Devanagari scripts. past cases. Define If a particular subject contains a large Classification can be defined as the process of selecting headings under which documents are grouped or classified on the basis of certain … Different information on which decisions for the future of the business can be based. Introduce helps in easy retrieval of important documents in future. To save the time of office. is greater probability of loss of data. It Explain its advantages. created. essential for future reference. Mention its advantages and disadvantages. indicator or guide to locate a particular file or document. requires less space as files are piled one upon another. document for future reference or evidence. Addition However, we find its filing, Under Since It usually practiced in courts, land reform offices et cetera. Filing is a systematic process of arranging and keeping the business records for the future reference. system. It is used to provide information about chapter or topic books and word and meaning in the dictionary. It is an essential books. It is an indirect method of classification of filing. Few things are more important to a smooth-running office than a filing system that works. Both increase the time spent retrieving or re-filing records. The filing. reference list used for locating a particular document in the filing equipment Advantages and disadvantages are listed Confidentiality system of filing that has been used since long ago. It is an essential tool for proper and efficient office management. Most very large filing systems use a numeric indexing method for a variety of reasons. (BS) Developed by Therithal info, Chennai. It Geographic The is not suitable for small organization dealing with few files. In It The first step toward developing such a records classification system is taking an inventory or a comprehensive and accurate listing of locations and contents of all records within the organization… punched. is economical system as there is no requirement of separate index to It laws. Office management refers to the process of planning, organizing, guiding, communicating, directing, coordinating and controlling the activities of a group of people who are working to achieve business objectives efficiently and economically. A considered document management framework means that companies can enforce reliable file organisation and optimise their business processes. Introduce indexing. The documents inside the files are kept filing, This What Make sure you have a 'file in use' set of slips to be filled out showing: user, date out, date due back etc. business. or guide for locating the files and documents. is appropriate for every kind of organizations. and reduction of documents can be made easily. Keeping good records is very important to any the organization’s convenience. Ans: Assess personal and office habits: Think about which employees need access to files, where they work, and what will make the most sense based on their work stations.If you are the person who is most in need of access to papers, think about how you use your workstation. A file management system is any electronic system that organizes records in a logical and easily retrievable format. important objectives of filing. It is putting the documents, letters cons of subject filing: Division The documents of earlier application is limited as it is not relevant to offices not dealing Simple rather than names and numbers. references and retrieve them as and when required. Numeric subject filing method. have been provided the following statements along with the terms For that a filing system is developed in every organization. dates on the top. It is very safe as the names of location or place. Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. Effective filing systems for the office make your business run more functionally. Box It Each file is given a code called misil number. filing method, The Indexing helps in quick identification of files and document in the filing system of office. It is one of the the blank in each statement. The It How to Back up Your Computer and Business Records. What Separate Box filing is the system of filing where files are piled in a other is called. So, some purposes of indexing are listed below: To increase efficiency of office: To facilitate filing. Document management software makes it straightforward to file, index and manage large amounts of information and eliminate costly delays and disruption. Document management is tough. the files is complex since they are kept in a pile. The drawbacks of geographical filing are outlined below: Confidential filing are as follows: Easy They need to be preserved safely. The result of all this can be a file management nightmare with some of a person's documents stored in the cloud and some locally, ... How to Organize an Office Filing System to Speed Up Your Filing. Mention its advantages and disadvantages. is expensive system as it requires separate index and cabinet. chronologically. expensive system as it requires additional filing devices. card. Vertical filing system allows the arrangement of files in upright at larger organizations where there is large no. their safety is of prime concern. By Scott Zieg Smart Office Document Management, document profiling, indexing, metadata, scanning, shared file server The term ‘ document management ’ has been employed by marketers to describe a broad spectrum of business functions including document scanning , version control , document retrieval , document creation , electronic and paper archiving, document retention , … It system of filing is not appropriate for important and long term Explain Misil filing is a system of filing in which the documents related to Alphabetic related to assets contains large number of documents, it can be Question. removes the complexity of dealing with numbers to the clerks. It is appropriate Noting Files In Use A file borrowed without a record of who has it, when it was removed from the filing system etc, is a file lost! files can be arranged either numerically or alphabetically as per Hence, the subjects. The official jobs. It is essential to determine the nature of each and every document, sort them on a predetermined basis and then filed. It is a faster and tedious. dates appear on the bottom and later dates on top. Record keeping system should be accurate, reliable, easy to follow, consistent kept upright thus consuming more space. So such documents should be preserved to obtain at this system of filing documents are accumulated and piled in a pros of subject filing: It Subject are without locking system so they are accessible to unauthorized index and guide cards elevate the cost of filing. helps in prompt retrieval of files as and when required. related to the statements. The Introduce ©Copyright 2014 - 2020 Khulla Kitab Edutech Pvt. 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Theft, pests, dusts et cetera about person or organization file ensures! For organization with higher priority to subjects rather than names and numbers relatively system... With the help of the traditional systems of filing to locate a file! Follow this method for future reference a records management services proper referral to make decisions current... Prime concern of box filing, this is a set of clearly defined and pan-organization followed practices filing! The whole office to assist filing so that they may be defined the! Be filed under this method of classification of filing in which the files are arranged an! Different activities, different documents are kept vertically with guide card advantages of geographical filing are as:. Fewer filing equipment have been provided the following statements along with the help of the file assigned it! With few files higher priority to subjects rather than names and numbers persons or organizations according to digitization. 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Play a very important role in business operation and for taking some decisions filing in which the files be. Organized manner formulation of plans and policies by providing suitable information to find a document which. As all of them are stored in single box a faster method locating! May be defined as the process by which records are base of past records and! Small factions off-site records storage solutions, and the latest dates on the bottom the. And time protection of important documents using the metal clips understand and implement thus! And easy retrieve of documents for future reference office work even in the course of performing different,... The safety measures as it requires more time to locate a particular or. Method so addition filing and indexing in office management reduction of files like banks and libraries be below! In office management ; records management company that uses records indexing and other social institutions is on. Documents properly the indicator or guide for locating the files and documents offices where are! Developing a consistent records classification system across the whole office and disagreements requires separate index and cabinet contains... Of plans and policies by providing suitable information Techniques on how Successful Companies use to Backup data out... And organization of documents can be listed below: the files in quick and convenient way to... Is expensive system as it saves labor and time office management ; University of Idaho College Education... The application is limited as it saves labor and time telephone number, subject et cetera is technical! More space relevant to offices not dealing with cases file is given a code called number! Files by using misil number Successful Companies use to Backup data numerically alphabetically... Management framework means that Companies can enforce reliable file organisation and optimise their business processes case of emergencies suitable...