Essentials (or) Characteristics of Good filing system
- Compactness: The compact filing system should be adopted by every business office. It means that the filing system...
- Simplicity: The filing system should be simple and not too elaborate. At the same time, the usefulness of the filing...
- Accessibility: A good filing system should be arranged in such a way...
What are the characteristics of a good filing system?
The greatest benefit of a numeric system is speed of filing and finding. It is twice as fast to file and find by number than by name. Even though a numeric file requires a cross index, it can increase production time by 40 to 50%.
How to set up an effective filing system?
How to set up a basic filing system?
How do you set up a home filing system?
What are qualities of good filing system?
Qualities Of Good Filing SystemSimplicity. Simplicity is the first quality of a proper filing system. ... Economy. A good filing system should be economical. ... Compactness. A good filing system should be compact. ... Flexibility. ... Safety. ... Accessibility. ... Cross reference. ... Classification and indexing.
What is the most appropriate filing system?
Alphabetic filing is the most common filing system for less than 5,000 records.Jan 25, 2019
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 is the best filing method?
Effective File ManagementAvoid saving unnecessary documents. ... Follow a consistent method for naming your files and folders. ... Store related documents together, whatever their type. ... Separate ongoing work from completed work. ... Avoid overfilling folders. ... Organize documents by date. ... Make digital copies of paper documents.
What is common filing system?
Alphabetic systems are the most natural and common method of arranging files. However, even the simplest alphabetic system requires establishing, filing standards, including written filing procedures, cross-reference methods, and practices for filing duplicate name changes, etc.
What are the commonly used 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.Jan 22, 2019
How do I organize my computer files?
Best Practices For Organizing Computer FilesSkip the Desktop. Never ever store files on your Desktop. ... Skip Downloads. Don't let files sit in your Downloads folder. ... File things immediately. ... Sort everything once a week. ... Use descriptive names. ... Search is powerful. ... Don't use too many folders. ... Stick with it.More items...•Nov 30, 2018
What is Plan filing system?
Definition. Plan Filing or Plan Storage is the activity to systematically file, store and group a variety of building plans, architectural drawings or blueprints with the purpose to retrieve each plan or drawing in the most efficient and economical way.
What are the 3 basic filing methods?
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.Apr 1, 2020
What is physical filing system?
1. Physical files : Physical files contain the actual data that is stored on an iSeries system, and a description of how data is to be presented to or received from a program. They contain only one record format, and one or more members.Jun 16, 2020
What is modern filing method?
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.
How do you organize years of paperwork?
Simply organize your documentation (receipts, medical forms, etc.) in file folders by year. Then place the folders in sequential order in your file. Make sure to label the box or drawer that holds your tax information, so that you can go back to it.Sep 25, 2021
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 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.
Why is searchability important in a filing system?
Searchability is key. If you need a filing system, then you probably have a lot of files to organize. It’s crucial to have your files only a few clicks away. While your filing system is designed to keep your materials organized and easy to find, efficient searchability will save you a lot of time.
What is a file server?
A filer server “is a computer attached to a network that provides a location for shared disk access that can be accessed by the workstations able to reach the computer through a shared computer network.” File servers are physical computers that live in a designated space and are compatible with most filing software, including those listed above.
What is cloud storage?
The most well-known filing systems are cloud storage systems. A cloud system allows access to your files from any device logged into a given account. If you save a file in a cloud system on one computer, you’ll be able to access it from a different computer as long as you are logged into the same account.
Why is cloud important?
Regardless of unpredictable computer crashes or viruses, a cloud system will make it much less likely for you to lose everything. In contrast, a system that doesn’t use a cloud will take up more time as you try to prepare yourself for any system issues.
Is OneDrive a good cloud storage?
Microsoft OneDrive. OneDrive is another great cloud option for file storage. In comparison to some of the other cloud-based systems, OneDrive comes at a much lower price.
Is OneDrive cheaper than Google?
In comparison to some of the other cloud-based systems, OneDrive comes at a much lower price. While Google Drive offers you more space initially, if you exceed that storage amount, you are forced to jump up to 100 GB of space. OneDrive, on the other hand, has smaller increments of storage for less money.
Is security important when storing documents?
Security is an obvious factor, but having adequate security is essential. If you’re storing documents containing employee’s personal information or company business, this is especially important. The level of security you choose is completely a matter of preference; each system will have a different amount of access rights, so determine your needs to select the best filing system.
Fixing The Problem
What causes the downfall of a filing system? Chances are it wasn’t much of a “system” to begin with. More likely, it was just a random assortment of individual files that really had no connection to each other.
Creating File Categories
Look at your current filing system (or that pile of paper that you’ve been meaning to file for months) and start sorting your documents into broad categories. “Finances” might be one; “house stuff” could be another. At this point, we’re not focusing on the detail of your filing system.
Subcategorizing
Pick one of your “major category” piles and let’s sort through it again. This time, think about breaking your paper into smaller subcategories. For example, your “finances” pile could be divided into:
Color Coding
Each major category of paperwork should be assigned a different color (your choice) – and then we’re going to put each of its subcategories into an individual hanging file folder. In the example above, “finances” might be green, and each of your accounts gets a separate green file folder.
Label Making
Now that everyone has their own colored folder, we need to label each file. When creating your labels, move from general to specific. Don’t tell me you are filing paperwork for your “Visa credit card” – call it “credit card: Visa”.
Filling Your Drawer
All you have to do now is put the files within each major category in alphabetical order, and then put the major categories themselves into the drawer in alphabetical order.
How to set up a home filing system?
The first step in setting up a home filing system is to corral all of your paperwork in the same space, so you can sort through it . Besides taking papers from obvious locations, such as your desk drawers and filing cabinets, do a sweep of the rest of your home to make sure you've accounted for everything. Check common places where paperwork can ...
What is a good place to store action paperwork?
A desktop inbox tray can be a good option for storing action paperwork, but you also can simply put the papers in a file folder that you keep accessible. You could divide your action paperwork into categories, such as bills, letters that need a response, etc.
How to clear space in a file?
Now that you've divided your paperwork into the five categories, you can clear some space by discarding the papers you don't need. Take out the recycling pile first, as this should be easy and just involve you dropping it into a recycling bin. Next, shred the sensitive documents you're getting rid of. When you're done, you only should have the papers you need to file left sitting in front of you.
Why is it important to store papers out in the open?
Finally, you'll address your action category of paperwork. Because these papers involve items that need to be addressed, it can be helpful to store them out in the open as a visual reminder for yourself, rather than tucked away in a filing cabinet.
Where to keep household papers?
You can keep these papers in file folders stored in a filing cabinet or other accessible spot . But many people prefer to keep their household papers in a binder with various sections and pockets. The main benefits of a binder is it doesn't take up much space, and it can be stored and moved to wherever you need it.
What are some examples of household documents?
Examples include invitations, parking tickets, appointment reminders, homework, and bills. Archive: This category includes papers you need to hang on to but don’t need to reference more than once or twice a year.
What are the categories of paperwork?
Now it's time to sort all of your paperwork. Each document will go into one of these five categories: action, archive, household, recycle, and shred. Here's what to put into each of these categories:
Where to back up CRM files?
Keep in mind, with anything digital, you’ll want to back the files up on an external hard drive, NAS, or in a cloud database. Make sure to keep the external hard drive or NAS unit somewhere safe that’s away from the office.
What is the shoebox method?
The Shoebox Method. If you know you’ll never keep up on a traditional filing or 3-ring binder method, the shoebox method could be for you. This method is probably only sustainable for the home-based business just starting out, but it can be a very effective way to get started with home office organization. You don’t have to necessarily use ...
Do you need to have one or the other filing system?
An office filing system doesn't need to be one or the other. Sometimes, the best filing systems use a combination of all, or some, of the methods listed above. You may not want to have hanging folders for each customer, but do want the hanging folders for your tax papers, business license, etc.
Do you need a binder for every quarter?
If you don’t want to have a binder for every quarter or year, you may want to utilize the traditional filing system. As with any paper office filing system where you may not have a back-up of your records, investing in fire-proof cabinets or a fire-proof safe to store your business records may be a wise choice in the event ...
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 is a numerical filing system?
Numerical Filing. Numerical filing refers to all systems in which documents are prenumbered to distinguish them from each other or from alpha documents. Numerical systems can be as simple as numbering and filing from the lowest number to the highest.
How do geographic filing systems work?
Geographic filing systems operate generally by county or country and then alphabetically or numerically by account name or number. Reasons for this type of filing can be several. Since countries have differing laws and licenses, a commercial enterprise may have to consider these constraints as of primary importance.
Why are file folders so full?
Your file folders are too full for easy access. Your filing drawers or shelves are too full for easy access. You are not finding the information you require in the first place you look. Your analysis is now complete - your records inventory reveals the strengths and weaknesses of your record-keeping system.
What is filing in a file?
Filing is the actual placing of documents in folders in a pre-determined plan. Torn papers should be mended before they are filed. Raise the folders slightly in the file drawer when placing papers in them so the papers will go entirely to the bottom of the folder.
Why is subject filing used only?
The greatest problem is knowing under which subject an item will be filed. Because a subject file is expensive to maintain , subject filing should be used only where necessary. Chronologic Filing.
What is the benefit of a numeric system?
The greatest benefit of a numeric system is speed of filing and finding. It is twice as fast to file and find by number than by name. Even though a numeric file requires a cross index, it can increase production time by 40 to 50%.
Why should documents be arranged in sequence?
Documents should be arranged in sequence so they can be placed in the proper folders quickly, without moving back and forth. Filing. Filing is the actual placing of documents in folders in a pre-determined plan.
What is digitizing a file?
Digitize. When you digitize files, you essentially creating a paperless filing system. Many people find it much easier to organize a digital filing system over a paper filing system after every paper file has been converted to a digital format.
Is organizing office files a collective responsibility?
Office files are collective resources, so it makes sense that organizing them should be a collective responsibility. While you may have ambitious plans for keeping the office filing system in a perfectly organized condition, everything could fall apart if, and when, you get busy.
Is color coding easy?
The tried and true technique of color coding never fails, and it’s relatively quick and easy to pull off, even if you have a particularly complex filing system. Color coding will inspire you to sort files into sensible categories, find files quickly, and add some fun to the filing process.
How to avoid saving documents?
Avoid saving unnecessary documents – Don't make a habit of saving everything that finds its way to you. Take a few seconds to glance through the content , and save a file only if it's relevant to your work activity . Having too many unnecessary documents adds to clutter and makes it harder to find things in the future.
Is filing an important skill?
Elenathewise. Filing is an important skill! Have you ever kept a client or your boss waiting on the phone while you've searched the piles of papers on your desk for an important document? If you have, then your boss or your client may not have a good opinion of you, because in a key encounter, you've let them down.
Is there a one size fits all file management system?
For any system to be useful and effective, it must also be convenient for you. To some extent, this depends on the nature of your business or the work that you do. So, although there's no "one size fits all" solution to file management, you will likely profit by using some of these file management tips, and by customizing them in a way that best serves your own needs.
Fixing The Problem
- What causes the downfall of a filing system? Chances are it wasn’t much ofa “system” to begin with. More likely, it was just a random assortment ofindividual files that really had no connection to each other. To create a truly effective filing system, you need to start with a plan.Simply slapping a label on a folder won’t cut it. Don’t worry though; we’regoing to set up a filing system t…
Creating File Categories
- Look at your current filing system (or that pile of paper that you’ve beenmeaning to file for months) and start sorting your documents into broad categories.“Finances” might be one; “house stuff” could be another. At this point, we’renot focusing on the detail of your filing system. Quite frankly it doesn’tmatter if it’s a credit card bill or a bank statement right now. We’ll worryabout th…
Subcategorizing
- Pick one of your “major category” piles and let’s sort through it again.This time, think about breaking your paper into smaller subcategories. Forexample, your “finances” pile could be divided into: 1. savings account 2. checking account 3. student loan 4. credit card account Be specific; don’t just say that they are “bank statements”. Determine whichaccount they belong to and brea…
Color Coding
- Each major category of paperwork should be assigned a different color (yourchoice) – and then we’re going to put each of its subcategories into an individualhanging file folder. In the example above, “finances” might be green, andeach of your accounts gets a separate green file folder. It seems like a smallthing, but color-coding your system will save you a huge amount of time infilin…
Label Making
- Now that everyone has their own colored folder, we need to label each file.When creating your labels, move from general to specific. Don’t tell me youare filing paperwork for your “Visa credit card” – call it “credit card: Visa”.When you arrange your folders alphabetically, all of the “credit card” files(no matter how many you have) – will be together in your “finances” section. Our goal i…
Filling Your Drawer
- All you have to do now is put the files within each major category in alphabeticalorder, and then put the major categories themselves into the drawer in alphabeticalorder. Place the colored folders in hanging box bottom folders to keep them uprightin the drawer. The 2/5 cut tabs show above the hanging files, and the tabsare in a straight line for easy reading. Whenever you need t…