Various methods of filing are based on the different type of equipments in use

Various methods of filing are based on the different type of equipments in use. Each method has its own merits and demerits. A system which is suitable for one business may be totally useless for another. Therefore, the methods can be classified into two broad categories: (1) Old (Conventional) method and (2) Modern method.

Old (Conventional) Methods

In the good olden days, when there were a few transactions, it was easy to keep and maintain files. Some of these methods, still used in small organizations, are discussed below:

1. Guard Books

The method of guard books is often used for recording minutes of voluntary associations, companies, Government committees etc. In this method, all the letters are pasted in the guard book in chronological order to avoid the possibility of misplacement of any paper. The method is not common.

2. Spike or Pillar File

A spike is lifted on a wooden disc which may be kept on the table or hung against the wall. The papers are punched into a metal spike and made to rest on the disc. This is the cheapest method of filing. But the method is not suitable where frequent reference to the documents has to be made.

3. Press Copy Book

All outgoing letters are copied out in a book, either is geographical or alphabetical order. It is good evidence of letters sent out. It is not good for big concerns.

4. Pigeon-Hole Method

A cupboard is divided into a number of tiny compartments and each compartment is allotted to letters alphabetically. The letters are folded and a brief description is made on the outside fold. As soon as the transaction is concluded, the letters are cleared to some corner of the room, for small offices it is practicable, but for a big concern it is impracticable.

5. Metal Holders

These are used for holding the papers together. The papers are placed in metal holders in chronological order. This method is inconvenient and does not serve the real purpose of filing if the number of papers is large.

6. Box File

Generally cardboard boxes are used for filing papers. The box contains clips to hold the papers. The box consists of a set of manila sheets or folders, in which the letters are sorted out alphabetically. The box file will not last long.

With the development of communication and the development of civilization, transactions have increased tremendously. As such the number of incoming and outgoing letters has also increased.

When the movements of papers have increased, the prevailing filing system has also gone out of the date. So, new methods of filing have to be adopted in place of the old one. From the point of view of the large concerns, the old method has been found useless. Therefore, to meet the requirements, the system of filing has been revised.

Modern Filing Methods

The conventional filing methods and equipment are obsolete and useless from the stand­point of a large-scale organization. The modern methods of filings are broadly classified into two categories: (i) Flat or Horizontal Filing and (ii) Vertical or upright Filing.

1. Flat or Horizontal Filing

Under horizontal filing, the papers are inserted in files or folders which are kept in drawers in horizontal position that is one upon the other. The papers are filed in the folders in chronological order.

As files are placed one above the other, there may be some difficulty in tracing the files whenever required. To avoid this, each file is allotted a number and an index prepared. When a file is removed for reference, a guide card about its movement is kept in its place.

This method is simple and flexible. It facilitates easy reference to current documents since they are filed in the chronological order. The main defect of horizontal filing is that reference to previous records would be inconvenient because in order to refer to any old letter, other letters which are filed above it have to be taken out. Moreover, insertion and withdrawal of papers take much time.

The important files used for keeping the papers under horizontal filing are:

(A) Flat Files

These are cover of cardboard or thick papers, fitted with metal hinges with which to fasten the papers together. A separate cover (file) is allotted to each customer or subject, and all the correspondence and documents relating to the customer or subject is placed in that cover in a chronological order.

If a letter of paper related to more than one file, copies are made of it and placed in different covers. The paper to be filed is punched with a punching machine and is inserted in the file through the metal hinges.

The files are placed horizontally one upon another. An index of files is generally prepared for quick reference. This index is displayed outside the almirah or drawer in which the files are kept.

(B) Arch Lever Files

It is a very popular type of horizontal file. It can be described as a strong cardboard folder which contains strong metal arches which can be opened with the help of a lever.

Records to be filed are punched with two holes with the help of the punching machine either at the top or on the left-hand side of the forms, are then filed on the metal uprights, after the arch has been opened by the lever.

The arch lever file facilitates alphabetical division which is done by inserting thick card at suitable places. The greatest advantage of this file is that papers can be inserted or taken out with great ease without disturbing the order of other papers in the file.

The file also offers the advantage of proper preservation of papers from mutilation and dust, if the files are stored properly in the almirahs. Advantages of Horizontal Filing:

1. It is simple to operate. It is easy to file documents.

2. It facilitates easy references of documents as they are filed in chronological (date-wise) order.

3. It is a flexible system.

4. It can keep all letters in proper order with the help of spring fastening device.

5. The letters can be referred without removing them from the file. Thus, risk of being lost is maintained.

Disadvantages of Horizontal Filing:

It is unsuitable where volume of records is very high.

To take out any paper, other papers have to be dislocated as the papers are kept in the order in which they are received.

When a large number of papers are stored in one file, their location becomes somewhat difficult.

This system is less flexible and takes more time as compared to vertical system.

2. Vertical or Upright Filing

This is the most modern system of filing. It has grown essentially out of the drawbacks and defects of the horizontal method under which papers are so arranged that it is impossible to refer to them at short notice.

Because of its outright superiority to the horizontal method, vertical filing has come to be adopted by most of the modern offices aiming at efficiency in record keeping. Under this method, the papers and the files containing them are placed vertically or in a standing upright position. Hence, the name vertical files.

To put vertical filing into operation, the following equipments are needed:

(A) Folder:

Folders are the basic of vertical filing. They are made of Manila paper or some other strong paper and are used to hold papers and documents. The back of the folder is slightly higher than the front.

The extended back is used to write the contents and necessary details about the subject. When the folders are placed in the cabinet, the extended edges are visible in a sequence so that contents can be easily read.

(B) Filing Cabinet:

Folders are kept vertically in a wooden or steel cabinet which consists of a number of drawers. The drawers are deep enough to permit folders to be placed in a vertical position. Each drawer is fitted with slider which pushes it backward or pulls it forward. There is also a mechanism fitted in the drawer for holding the folders together.

In order to divide the drawer into convenient sections, guide cards are inserted at appropriate places. Generally a cabinet has four drawers and each standard size drawer can accommodate about 240 folders.

Advantages of Vertical Filing

1. Vertical filing allows ready reference of papers and documents. The heading of each folder is visible from the extended edge of the back-sheet.

2. It is really adoptable. The folders can be arranged according to any classification such as alphabetical, numerical and subject-wise.

3. It is economical as compared to the horizontal equipment as it can accommodate more papers.

4. It provides ample scope for expansion while installing this type of equipment, adequate provision for expansion of the number of folders can be made in the drawers.

Disadvantages of Vertical Filing

1. Vertical filing is not as fast as the other methods of filing such as visible card filing and rotary card filing.

2. There is always a possibility of folders slipping down the drawers. This may lead to unnecessary wear and tears of various folder.