Meaning and Definition of Filing. In common language ‘Filing’ means keeping papers in their container i.e. file. But this definition of filing is not at all appropriate. Different authors have defined filing in different ways.
Some of the important definitions are given below:
According to Thomas Evelyn, “Filing is the systematic classification of records and their safe preservation. It is the storing of letters, papers and documents so that they can be readily found when required.” According to Stephenson, “Filing provides a mechanism whereby business record may be stored so as to be readily available when required.”
It is very necessary for the proper functioning of a business house that all inward and outward correspondence of business should be carefully preserved for future reference. For this reason, it is required that there should be a good arrangement of preserving the copies of the letter coming in and going out of the office. These letters may be required at any time in future due to one reason or another. The letters should be preserved so systematically that no time would be wasted in finding them out.
The systematic preservation of letters for future reference is known as filing and ‘ it is an art of great value to modern business. If the filing system is inefficient then it creates a lot of trouble for the business house. So, the (UPBoardSolutions.com) primary object of filing is the preservation of letters for future reference in a systematic manner.
Vertical Filing System: Under vertical or upright filing system, files or folders containing letters are kept in a vertical position. This system requires an almirah or cabinet containing drawers or compartments. Under this system, files are kept vertically and for that reason, drawers are made quite deep. The cabinet can also be locked, if needed, for the purpose of safety and secrecy.
Essential Requirements of Vertical Filing System:
Following are the requirements of vertical filing system:
1. Cabinet: Under a vertical filing system, an almirah containing drawers or compartment is of prime requirement. A minimum number of drawers is two but the maximum number of drawers depends upon the requirements of the business house. Drawers are quite deep because the files are kept vertically.
2. Folder: In every business house some customer is regular and some irregular. Those customers who are regularly having regular correspondence are allotted a separate folder. This folder is made of strong cardboard which is folded from the middle so that the letters can be easily arranged in it. The back portion of the cardboard is slightly longer than the front side. The portion so extended contains an address or symbol of the customer. These folders are kept in the drawers either numerically, alphabetically or geographically depending upon the circumstances of the business house.
3. Index Cards or Guide Cards: These index cards or guide cards are also made of cardboard paper. The cards are kept in such a manner that they are slightly higher than the folder so that on the higher portion, full detail of the folder is written in short. For example, the folders are kept in alphabetical order and on guide card alphabet ‘S’ is written. It means that the folder contains all the correspondence of those customers whose names start from letter ‘S’.
4. Absent Cards: The colours of absent card is different than the colour of the folder and guide card. When the folder is taken out, this absent card is kept in the drawer in place of a folder. Absent card contains the details like folder number, the date when the folder was taken out, and the name of the person who took out the folder.
5. Transfer Cases: After some time with the regular incoming of letters and other documents, the file becomes full of them and there is no more space left in the file. At this point, all the old letters are removed and kept in a box made of tin or wood known as transfer cases.
6. Sorting Tubs: All the letters which are to be filed are kept in a tub, popularly known as sorting tub. This sorting tub contains guide cards so that the letters are sorted out in a systematic manner.
7. Distribution shelves: When all the letters are sorted out, the letters which are to be put in a particular drawer, are put in the distribution shelf which is attached with the handle of the drawer.
8. Collection Trays: In big organizations, there are two trays placed upon every table; one is meant for keeping incoming letters and the other is meant for letters which are to be despatched. These collection trays may either be made of wood or of wire.
