Class11:BS Chapter 14 Filing and indexing
Chapter 11:Filing and indexing
Definition of Filing
Filing is the systematic process of collecting, classifying, arranging, and storing documents and records in a proper place so that they can be easily found and used whenever needed in the future.
In every office or organization, many documents such as letters, reports, bills, records, and notices are produced daily. Filing helps to keep these documents in an organized, safe, and accessible way. A good filing system saves time, reduces confusion, and ensures that important information is available whenever needed.
For example, in a college office, student records, examination papers, and financial documents are arranged in files or folders according to name, subject, or date so that staff can quickly find them when required.
Therefore, filing is an essential office function that helps maintain records properly and supports efficient office management.
Objectives /Purpose of Filing.
1. Collection and Classification of Documents
All documents are first collected and then classified according to subject, date, department, or name. This helps in arranging them in an organized way.
2. Safely Preservation of Documents
Filing helps to keep documents safe from loss, damage, or misuse. Important papers are stored carefully for future use.
3. Systematic Preservation of Documents
Documents are kept in a proper and systematic order. Because of this system, files can be easily located whenever required.
4. Maintain Goodwill and Image
Proper record keeping improves the reputation of the organization. When documents are well managed, clients and stakeholders trust the organization more.
5. Provide Information
Files contain valuable information. A good filing system helps the office provide accurate information quickly when needed.
6. Provide Guidance to Staff
Old records and documents can be used as references. Employees can learn from previous records and make better decisions.
7. Rapidity in Work
When documents are properly filed, they can be found quickly, which increases the speed and efficiency of office work.
8. Provide Evidence
Documents kept in files can serve as legal evidence in case of disputes, audits, or investigations.
✅ Conclusion:
The main purpose of filing is to keep documents safe, organized, and easily available for information, reference, and evidence, which improves the efficiency of an organization.
Types of Filing
1. Introduction
Filing is the systematic arrangement and preservation of documents so that they can be easily stored, protected, and retrieved whenever required. Every office receives many letters, reports, records, and documents daily. Therefore, a proper filing system is necessary to keep these documents in an organized manner.
According to office practice, filing systems are broadly classified into two types:
- Traditional System of Filing
- Modern System of Filing
1. Traditional System of Filing
Traditional filing systems are the older methods used in offices before modern equipment and technology were developed. These systems are simple and inexpensive but are less efficient and time-consuming.
The main types of traditional filing systems are:
1. Pocket or Baggage Filing
Pocket filing is a system where documents are kept inside pockets or envelopes attached to a file cover.
Features
- Documents are placed in pockets.
- Files are arranged according to subject or department.
- Papers are protected inside envelopes.
Advantages
- Documents remain safe.
- Simple to use.
Disadvantages
- Difficult to find documents quickly.
- Not suitable for large offices.
Example
A small shop may keep bills and receipts in envelopes arranged by month.
2. Misil Filing
Misil filing is a method where papers are arranged in chronological order (date-wise) and tied together with thread or tag.
Features
- Papers are arranged according to date.
- Documents are tied together.
- Mostly used in government offices.
Advantages
- Easy to maintain chronological record.
- Useful for legal and administrative documents.
Disadvantages
- Difficult to remove a single document.
- Papers may tear.
Example
Government offices often keep official correspondence in date order using this system.
3. Wire or Rod Filing
In this system, documents are punched and inserted into a wire or rod to keep them together.
Features
- Papers are punched.
- Rod or wire is used to hold documents.
- Files can be opened easily.
Advantages
- Papers remain in order.
- Documents cannot be easily lost.
Disadvantages
- Removing papers is difficult.
- Papers may tear from punching.
Example
Old office files with metal rods or tags holding the papers.
4. Cardboard Filing
In cardboard filing, documents are kept between two cardboard sheets and tied with thread.
Features
- Cardboard protects documents.
- Documents are tied together.
- Used for temporary storage.
Advantages
- Cheap and simple.
- Protects documents from damage.
Disadvantages
- Not durable.
- Difficult to retrieve documents quickly.
5. Pigeonhole Filing
This system uses small compartments (pigeonholes) to store documents.
Features
- Each compartment holds different files.
- Files are arranged according to subject or department.
Advantages
- Easy to distribute documents.
- Quick sorting of mail.
Disadvantages
- Requires more space.
- Not suitable for confidential documents.
Example
Many offices use pigeonhole racks to separate incoming mail by department.
6. Box Filing
In this method, documents are kept inside a box file.
Features
- Box-shaped file with cover.
- Documents are stored vertically.
Advantages
- Protects documents from dust.
- Suitable for storing many papers.
Disadvantages
- Searching documents takes time.
- Not suitable for frequent use.
Example
Companies keep annual reports and old documents in box files.
2. Modern System of Filing
Modern filing systems are advanced and more efficient. These systems help in quick storage and easy retrieval of documents.
Types of Modern Filing Systems
1. Flat or Horizontal Filing
In this system, documents are placed flat one above another in drawers or shelves.
Features
- Papers are kept horizontally.
- Suitable for large documents like maps or drawings.
Advantages
- Documents remain safe and flat.
- Good for large papers.
Disadvantages
- Time-consuming to search documents.
2. Vertical Filing
Vertical filing is the most common modern filing system where documents are stored vertically in cabinets.
Features
- Papers stand vertically.
- Files are arranged alphabetically or numerically.
Advantages
- Easy to find documents.
- Saves space.
Disadvantages
- Requires filing cabinets.
Example
Most offices use vertical filing cabinets for employee records.
3. Hanging Filing
In hanging filing, files are suspended on metal rails inside a drawer.
Features
- Files hang using hooks.
- Labels are attached for identification.
Advantages
- Very easy to retrieve documents.
- Well organized.
Disadvantages
- Slightly expensive.
4. Lateral Filing
In lateral filing, documents are arranged side by side in shelves or cabinets.
Features
- Files face sideways.
- Labels are visible.
Advantages
- Quick identification.
- Efficient for large organizations.
Disadvantages
- Requires large cabinets.
5. Open Shelf Filing
In this system, files are kept on open shelves instead of drawers.
Features
- Files are easily visible.
- Frequently used documents are kept here.
Advantages
- Very quick access.
- Saves time.
Disadvantages
- Documents may get dusty.
- Less security.
6. Electronic Filing
Electronic filing is a computerized method of storing documents digitally.
Features
- Documents stored in computers.
- Files organized using software.
Advantages
- Saves space.
- Easy searching.
- Quick sharing.
Disadvantages
- Requires computer and technology.
- Risk of data loss if not backed up.
Example
Companies store documents using digital document management systems.
Conclusion
Filing is an essential office activity that helps maintain order, safety, and accessibility of documents. Traditional filing systems are simple but less efficient, while modern filing systems provide better organization, quick retrieval, and improved efficiency. Today, many organizations prefer electronic filing systems because they save time, space, and effort.
Qualities of a Good Filing System
1. Simplicity
A filing system should be simple and easy to understand. Employees should be able to use it without confusion or special training.
Example: Arranging files alphabetically (A–Z) so anyone can find them easily.
2. Economy
The system should be cost-effective. It should not require expensive equipment or too many workers.
Example: Using simple folders and cabinets instead of costly systems if the organization is small.
3. Flexibility
A good filing system should be flexible, meaning it can be changed or expanded when the organization grows or when more files are added.
4. Accessibility
Files should be easily accessible whenever they are needed. Authorized employees should be able to retrieve documents quickly without wasting time.
5. Compactness
The filing system should occupy less space and store many documents in an organized way.
Example: Vertical filing cabinets or digital filing systems save space.
6. Safety and Security
Important documents must be protected from loss, damage, fire, or unauthorized access.
Example: Keeping files in locked cabinets or password-protected digital storage.
7. Certainty of Reference
The system should ensure that files can be located quickly and accurately. There should be no confusion about where a document is stored.
8. Provision of Replace
A good filing system should allow easy replacement of files after use so they return to their correct place.
✅ Conclusion:
A good filing system should be simple, economical, flexible, accessible, compact, safe, and accurate so that documents can be stored and retrieved efficiently.
Meaning of Indexing
Indexing is the process of arranging and recording the names, subjects, numbers, or titles of documents in a systematic order so that files can be easily located when needed. It is an important part of a filing system because it helps users find the exact file quickly without searching through many documents.
In simple words, indexing acts as a guide or reference list for files. It tells us where a particular document or file is kept in the filing system.
For example, in an office if files are arranged alphabetically, the index may contain the names of clients such as A for Anil Traders, B for Bharat Suppliers, C for City Enterprises, etc. When someone needs a file, they first check the index and then easily locate the file.
Indexing is widely used in offices, libraries, research institutions, and organizations to maintain proper records and save time.
Therefore, indexing means preparing a systematic list of names or subjects to help locate files or documents quickly and accurately.
Purpose of Indexing
Indexing is the process of arranging and recording the names, subjects, or numbers of files in a systematic order so that they can be easily found when needed. The main purposes of indexing are explained below:
1. Developing File System
Indexing helps to develop a systematic and well-organized filing system. It arranges files according to names, subjects, or numbers which makes the filing system more effective and easy to manage.
2. Ensures Location of Files
Indexing helps employees locate files quickly and accurately. By checking the index, a person can easily know where the required file is kept.
3. Maintains Secrecy
Indexing helps to maintain confidentiality of important documents. Only authorized persons who know the indexing system can locate and use the files.
4. Brings Smoothness in Office Work
A good indexing system makes office work smooth and systematic. Employees can easily handle and manage documents without confusion.
5. Saves Office Time
Indexing helps to save time because files can be found quickly without searching through many documents.
6. Ensures Ready Reference
Indexing provides quick and ready reference to important documents whenever they are needed for decision-making or office work.
7. Minimum Operating Expenses
Because indexing reduces confusion, saves time, and improves efficiency, it helps to reduce the operating cost of office work.
Conclusion:
Therefore, indexing plays an important role in making the filing system organized, efficient, and time-saving in any office.
Types of Indexing
Indexing used in a filing system. Indexing helps to locate files quickly and keep documents organized. There are mainly two types of indexing: Invisible Indexing and Visible Indexing.
1. Invisible Indexing
Invisible indexing is a type of indexing where the index is not directly visible at a glance. To find information, a person must open the book, register, or file and search inside it.
This type is commonly used in small offices because it is simple and inexpensive.
Types of Invisible Indexing
(a) Book Indexing
In this system, the index is maintained in a book or register. The names or subjects of files are written alphabetically with page numbers.
Example:
If a company keeps customer records in a register, the index page shows the customer name and the page number where the record is written.
Advantages
- Simple to maintain
- Low cost
Disadvantages
- Searching may take more time
- Difficult to update frequently
(b) Loose Leaf Indexing
In this method, loose sheets of paper are kept in a binder or file instead of a fixed book. Pages can be removed or added easily.
Example:
If a new customer record is added, a new sheet can simply be inserted into the binder.
Advantages
- Easy to update
- Pages can be replaced or rearranged
Disadvantages
- Papers may be lost if not handled carefully
(c) Card Indexing
In this system, separate cards are used for each record. These cards are kept in a card cabinet or box in alphabetical or numerical order.
Example:
Libraries often keep cards for each book showing the book title, author, and location.
Advantages
- Easy to locate information
- Easy to add or remove cards
Disadvantages
- Needs careful arrangement
2. Visible Indexing
Visible indexing is a system where the index information is visible at a glance without removing cards or opening books. It helps to find information quickly and easily.
Types of Visible Indexing
(a) Visible Card Indexing
In this method, cards are placed in frames or holders in such a way that the important information is visible immediately.
Example:
Employee records displayed in a visible card cabinet.
(b) Strip Card Indexing
This system uses small strips of cards placed in frames. Each strip contains brief information about files or records.
Example:
Office departments sometimes use strip cards to show important references.
(c) Rotary Card Indexing
In this system, cards are placed in a rotating machine or circular holder. The user can rotate the device to find the needed card quickly.
Example:
Many offices use rotary card systems to keep contact details of clients or suppliers.
✅ Conclusion:
Indexing helps organizations organize records, locate files quickly, save time, and improve office efficiency. Both invisible and visible indexing systems are used depending on the size and needs of the organization.
Here are each headings explained in paragraph form (good for exam writing):
1. Simple to Understand
A good indexing system should be simple and easy to understand so that employees can use it without confusion. It should not involve complicated procedures or codes. The system must be designed according to the needs of the office, and proper training should be provided to staff. When the indexing system is easy, it saves time and increases efficiency in office work.
2. Flexible
Flexibility is an important quality of a good indexing system. It should be capable of adjusting according to the changing needs of the organization. As the volume of work and number of files increase, the system should allow easy expansion. Similarly, it should also permit modification or reduction when necessary without disturbing the entire system.
3. Safety and Secrecy
A good indexing system must ensure the safety and secrecy of important documents. Office records often contain confidential information, so they should be protected from unauthorized access. Proper measures like restricted access, locks, or passwords should be used. This helps maintain trust and prevents misuse of sensitive information.
4. Economical
The indexing system should be economical, meaning it should not require excessive cost, space, or manpower. It should provide maximum benefit at minimum expense. A costly system is not suitable if a simple and cheaper system can perform the same function efficiently.
5. Ensure Promptness
A good indexing system should ensure quick and easy retrieval of files. It should help employees locate documents without delay. Promptness is essential in offices where time is valuable, and quick decision-making is required. An efficient system reduces time wastage and improves productivity.
6. Permit Cross Reference
The indexing system should allow cross-referencing of related files and documents. This means one document can be linked to another under different headings. It helps in finding related information easily and avoids duplication of records. Cross-referencing increases the usefulness of the indexing system.
7. Appropriate to Office
The indexing system should be suitable according to the nature, size, and requirements of the office. A small office may need a simple system, while a large organization may require a more advanced system. The system should fit the working conditions of the office to ensure effectiveness and convenience.
Management of Electronic Index
Management of electronic index means organizing and controlling office records using computers and digital systems. It helps to store documents in electronic form so that they can be easily searched and used when needed.
In electronic indexing, files are arranged using folders, keywords, and codes. This makes it easy to find information quickly without wasting time. It also reduces paper work and saves office space.
Proper management includes updating records regularly, deleting unnecessary files, and keeping the system organized. Security is also very important, so passwords and access control should be used to protect important data. Backup of files should be taken to avoid data loss.
Electronic indexing improves speed, accuracy, and efficiency in office work. Therefore, it is very useful in modern organizations.
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