Centralised filing denotes a system of filing where files relating to different departments are preserved at a central place of the organisation. The location of filing equipment and personnel in a single section is called centralised filing.
The traditional methods of filing used in small offices are: Guard Book—In this book letters and documents are held together by a metal holder or these are pasted in the bound book in chronological order.
Filing means the systematic way of keeping records for future reference. Filing has four major functions like library function, administrative function, information functions and historical functions.
Filing is an important function of modern office because of the following reasons: (a) Filing is helpful to protect records from dust and dampness. (b) It is very helpful in settlement of disputes because it provides factual information.
The arranging and storing of records in a systematic manner is called filing. Record keeping in an office denotes maintenance of books of accounts, maintenance of statistical books and filing and indexing of documents.
Under geographical filing, the classification is done on the basis of geographical origin of a document. Here classification of records is done on the basis of area-wise, state-wise and country-wise. In geographical filing, the following steps are maintained:
In horizontal Cling, documents are placed in a horizontal position, one on the top of another in order of date and the latest document is kept on the top. The best example of horizontal filing is flat files and arch lever file. Horizontal filing has the following advantages:
A filing cabinet is a container made of wood or steel. There are a number of drawers in the cabinet where the folders are kept. The size of the drawers depends on the volume of papers to be preserved.
The word filing means keeping the records in files. The method of sorting, arranging and storing records to ensure quick location for reference is called filing. Filing is regarded as the keystone of business organisation because files are the memory house of information for the business.