what are the essentials of a good filing system

Essentials or Characteristics of a good filing system

• 1. Compactness: The compact filing system should be adopted by every business office. ...
• 2. Simplicity: The filing system should be simple and not too elaborate. ...
• 3. Accessibility: A good filing system should be arranged in such a way that the records are easily available whenever required. ...
• 4. Economy: The filing system should be economical in time, space, money and operations. ...

Full Answer

What are the characteristics of a good filing system?

What is flexibility in filing?

Why should the cost of filing equipment be low?

Why should a cross reference be given wherever a document can be filed more than one head?

Is there a good filing system?

What are the 5 basic filing systems?

There are 5 methods of filing:Filing by Subject/Category.Filing in Alphabetical order.Filing by Numbers/Numerical order.Filing by Places/Geographical order.Filing by Dates/Chronological order.

What are the advantages of good filing system?

Advantages of good filing systemEfficiency. The office staff can easily locate and use the records properly without any delay under good filing system. ... Ready Reference. ... Protection. ... Planning. ... Better Control. ... Quality Decision. ... Evidence. ... Legal Compliance.More items...

What are the qualities of a good fillings?

Ideally, dental filling material should have the following qualities, in order of importance: Dimensional stability (doesn't change shape over time) Physically strong (is able to resist wear and breakage) Cosmetically appealing (looks like a tooth)

What are the 3 types of filing systems?

Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified. In addition, you can separate each type of filing system into subgroups.

What are the purposes of filing?

The purpose of filing is to locate filed documents easily. They are readily available for use as and when needed. Documents are needed for reference purposes. They are also needed to provide legal evidence in case of disputes.

What is the real test of a good filing system?

Test Your Filing System The general rule for efficient filing systems is that you should be able to find a specific document in 20 seconds or less. In addition, you should be able to incorporate new folders and files without jamming a drawer, causing tabs to be out of alignment, or having to resort documents.

What are the examples of filing system?

Examples include FAT (FAT12, FAT16, FAT32), exFAT, NTFS, HFS and HFS+, HPFS, APFS, UFS, ext2, ext3, ext4, XFS, btrfs, Files-11, Veritas File System, VMFS, ZFS, ReiserFS and ScoutFS. Some disk file systems are journaling file systems or versioning file systems.

What is the meaning filing system?

filing system means any structured set of personal data which is accessible according to specific criteria, whether held by automated means or manually and whether centralised, decentralised or dispersed on a functional or geographical basis.

What are disadvantages of file system?

Disadvantages of File Processing System :Slow access time – ... Presence of redundant data – ... Inconsistent Data – ... Data Integrity Problems – ... Difficulty in recovery of corrupt data – ... Lack of Atomicity – ... Problem in Concurrent Access – ... Unauthorized Access –

What are the filing systems?

In a computer, a file system -- sometimes written filesystem -- is the way in which files are named and where they are placed logically for storage and retrieval. Without a file system, stored information wouldn't be isolated into individual files and would be difficult to identify and retrieve.

What are the examples of filing system?

Examples include FAT (FAT12, FAT16, FAT32), exFAT, NTFS, HFS and HFS+, HPFS, APFS, UFS, ext2, ext3, ext4, XFS, btrfs, Files-11, Veritas File System, VMFS, ZFS, ReiserFS and ScoutFS. Some disk file systems are journaling file systems or versioning file systems.

What is the importance of file organization?

File organization refers to the way data is stored in a file. File organization is very important because it determines the methods of access, efficiency, flexibility and storage devices to use.

11 Essentials of a Good Filing System

The filed documents must be available to the person, who needs them. They are easily available when they are filed properly and securely. Documents should not be damaged by dust, insects, thefts, mishandling, fire, rain etc. Certain documents have to be kept for a longer time or for the life-time of the concern.

Characteristics of a good filing system. - Tutorke

1. Meaning and the functions of an office; 2. Factors considered in choosing a means of reproducing documents in an office. 3. Factors to consider when deciding the type of office layout to use.

How to maintain good and effective filing system in your office

This is an important feature of good filing system because the chief difficulty is not in filing but in finding. Misfiling causes delay in locating the desired document and hence follow up steps will be taken to prevent misfiling.

Top reasons why Organizations should have a good filing system

Why should Organizations have a good filing system Filing means keeping documents in a safe place and being able to find them easily and quickly. Documents that are cared for will not easily tear ...

What are the essentials of an efficient filing system?

ADVERTISEMENTS: An efficient filing system should have the following essentials: 1. Simplicity: It must be simple in operations, so that every staff of the office can easily understand the filing system. The filing system should not be over elaborated or complicated.

What is a good system of filing?

A good system of filing must permit constant co-ordination among all departments and to have an effective control over the organisation.

What is a cheap filing system?

Cheap system of filing is to be adopted. The cost incurred by the system must be proportionate to the results obtained. The desired result must be obtained by using minimum finance, time, clerks, etc.

How should files be arranged?

The files should be so arranged that the required letter or document for reference be picked up without loss of time. Of course it is possible through a good index system.

When a document is taken out, should the indicator be placed at the same place?

Whenever a file or document is taken out, an indicator should be placed at the same place, if possible with the signature of the recipient, to show the file or document has been removed. When it is returned, the indicator will be removed.

Should the filing system be over elaborated?

The filing system should not be over elaborated or complicated. But it should not be sacrificed for sake of simplicity. ADVERTISEMENTS: 2. Suitability: The filing system should be completely applicable to the firm concerned, and suit the nature and requirements of the business for which it is introduced. 3.

Can the filing system be expanded?

If there is any expansion of work in the business concern, then the filing system can be expanded. So it must be flexible.

How to keep your filing system current?

Leave space in the drawer for new files. By purging every year to make room for the files , it will not only help your filing system stay current but it will also make your system more refined with what is going on that current year.

What is a functional filing system?

To have a functional filing system, it needs to be organized to retrieve your needed papers easily. A filing system that is not retrievable takes up space. It is just filled with misplaced documents that are hard to find. As a result, you miss out on retrieving important information promptly.

Do you need to know the filing system?

Everyone needs to know the filing systems organization. Remember, filing systems only work if everyone knows how it is organized. They must know what to do when putting files in the filing system. Write down the exact instructions for your filing system as a reference to others.

Can you make a floor plan map of filing cabinets?

If you have several filing cabinets, you can make a floor plan map of the filing cabinets and label on the floor plan map what each drawer contains. As a result, users of the filing cabinet do not have to ask you where files are in the filing cabinets.

What are the characteristics of a good filing system?

Essentials (or) Characteristics of Good filing system. 1. Compactness: The compact filing system should be adopted by every business office. It means that the filing system should not require any unnecessary space. 2.

What is flexibility in filing?

Flexibility: The filing system can be expanded if the volume of business transactions increased. An inflexible system is not useful after crossing a certain limit. 6. Classification: The filing system should be supported by a proper system of classification.

Why should the cost of filing equipment be low?

The cost of filing equipment should be very low. The filing equipment save the time of operation i.e. locating, inserting and placing of documents and papers in a file. The unwanted records may be disposed of in order to economies space.

Why should a cross reference be given wherever a document can be filed more than one head?

8. Cross Reference: A cross reference should be given wherever a document can be filed more than one head to avoid confusion and facilitates easy location of files. It saves time and human resources. 9.

Is there a good filing system?

The needs of filing system of one business office are differ from another. Therefore, there is no one good filing system and no one ideal filing equipment which will meet the needs of every record of any business office.