Conceptual Question
You have been provided the following statements along with the terms related to the statements. You are required to write the term behind the blank in each statement.
The important objectives of filing. Safety and easy retrieve of documents
The system of filing that has been used since long ago. Traditional system of filing
This is a system of filing in which the documents related to a particular case or subjects are collected. Misil filing
This method of filing is used by households to preserve the documents related to land and building as well. Box filing
This is a system of filing in which the files and folders are kept in flat position making a pile. Horizontal filing method
The way of arranging the files in upright position in support of each other is called. Vertical filing method
The way of arranging files and folders in the drawers or cabinets according to the orders of the names of the persons and organizations. Alphabetic filing
Under this method, the file of each individual or organization is assigned a number instead of name. Numeric filing method
The way of arranging the files of persons or organizations according to the subjects. Subject filing method
The way of arranging the files of persons or organizations according to the names of location or place. Geographic filing method
The indicator or guide to locate a particular file or document. Indexing
Short Answer Questions
What do you mean by filing? Mention the importance of filing.
Ans: In the course of performing different activities, different documents are created inside office. Proper management of such documents is essential for future reference. Thus, filing is a systematic and scientific way of storing official documents safely for their future references and retrieve them as and when required. Significance of filing can be listed below:
Filing helps in easy retrieval of important documents in future.
Filing helps in preservation of documents from lost, theft, pests, dusts et cetera.
It acts as precedent for future disputes and disagreements.
It helps in formulation of plans and policies by providing suitable information.
Explain any two traditional system of filing.
Ans: Those systems of filing dating to the past are called traditional filing. Small office and household still follow this method of filing. Some traditional systems of filing are as follows:
Misil Filing
Also known as case filing; in this system of filing, documents related to particular case are collected in a file chronologically. The documents of earlier date are placed on the bottom and the latest dates on the top. The documents are tied with lace and wrapped by a paper of cloth. Each file is given a code called misil number. It is usually practiced in courts, land reform offices et cetera.
Box Filing
In this system of filing documents are accumulated and piled in a wooden, metal or paper box. Generally, spring clip attached with the box is used to hold the documents properly. This system is preferable for less important and short term documents. However, we find its applications in the households to store land and building related documents.
Define misil file. Mention its advantages and disadvantages.
Ans: Misil filing is a system of filing in which the documents related to a particular case or subjects are collected in chronological manner. Various pros and cons of misil filing are as follows:
Advantages:
It is simple and easy to understand.
It is convenient to retrieve files by using misil number.
Addition and reduction of documents can be made easily.
It helps in proper referral to make decisions on current but similar past cases.
Disadvantages:
The application is limited as it is not relevant to offices not dealing with cases.
There is greater probability of loss of data.
Punching the documents may make them illegible.
Introduce box file. Mention its advantages and disadvantages.
Ans: Box filing is the system of filing where files are piled in a particular box of wood, metal or paper. The documents of earlier dates appear on the bottom and later dates on top. It is one of the traditional systems of filing. Advantages and disadvantages of box filing are as follows:
Advantages:
Easy to locate documents as all of them are stored in single box.
It is an economical method.
Papers are kept loosely so addition and reduction of files is simple.
Since documents are not punched there are no compromises with written figures.
Disadvantages:
Since the files are loose they can be easily mishandled.
Different kinds of documents in same box make the process of retrieval complex and tedious.
This system of filing is not appropriate for important and long term documents.
What is flat filing system? Mention its advantages and disadvantages.
Ans: This is a system of filing in which the files and folders are kept horizontally making a pile. The documents inside the files are kept chronologically. The documents are punched and tied with lace or held using the metal clips. The face of the file states the details about the correspondent such as name, address, telephone number, subject et cetera.
The advantages of flat filing are as follows:
The system is easy to understand and implement.
Requiring fewer filing equipment it is regarded as economical method.
It requires less space as files are piled one upon another.
The documents remain intact as they are punched and tied.
The drawbacks of this system are as follows:
The word or figures in the document may become illegible while they are punched.
Files are without locking system so they are accessible to unauthorized staffs also.
Retrieving the files is complex since they are kept in a pile.
Introduce vertical filing system. Mention its advantages and disadvantages.
Ans: Vertical filing system allows the arrangement of files in upright position. The folders are kept inside a drawer or cabinet having the lock system. Folders are usually made of hard paper and aligned alphabetically, numerically, geographically or subject-wise as per the need of organization. Advantages and disadvantages are listed below:
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The files can be easily located as they are kept vertically with guide card.
The folders are away from unauthorized access as lock systems are used.
It is simple to add or remove the documents as they are kept loose inside the folder.
Disadvantages :
It is an expensive system since the documents are kept inside a lock system.
The task of making guide cards is tedious and confusing.
Since the files are kept vertically more space is occupied.
Write any five points of difference between flat and vertical filing system.
Ans: Distinctions between flat and vertical filing system are listed below:
Basis of difference | Horizontal Filing | Vertical Filing |
Position of files | The documents are kept horizontally thus occupying less space. | The documents are kept upright thus consuming more space. |
Safety | It does not cover the safety measures as it does not have lock system. | It is very safe as it comprises of locking system denying unauthorized access. |
Cost | It is cheaper as it does not demand special filing equipment. | It is relatively expensive system as it requires additional filing devices. |
Time | It requires more time to locate a particular file. | It is a faster method as locating files is made easier by guide cards. |
Suitability | It is appropriate for small offices where there are fewer and less important documents. | It is appropriate at larger organizations where there is large no. of files and their safety is of prime concern. |
What do you mean by alphabetical filing method? Mention its advantages and disadvantages.
Ans: Alphabetical filing method arranges the documents stored in drawers and cabinets according to the initial alphabets of the name of person and institution. Alphabetical arrangement can be made on the basis of English or Devanagari scripts. It is very helpful for the quick location of required documents.
Advantages:
Simple and easy method to use and implement.
It is economical system as there is no requirement of separate index to retrieve the files.
It removes the complexity of dealing with numbers to the clerks.
It is appropriate for every kind of organizations.
Disadvantages:
It will create confusion when files of two people with same names are to be arranged or located.
Confidentiality cannot be ensured as all files are named.
The task of arranging large number of files is meticulous.
What is numeric filing? Mention its advantages and disadvantages.
Ans: The system of filing in which the files of persons or institutions are managed in drawer or cabinet according to numerical order is called numeric filing. The folders are divided into various groups like 1 to 40, 41 to 80 and so on using guide cards. Also a separate index is required where a separate card is assigned for each file. It contains the detail info about name, address, phone number et cetera about person or organization. It is followed by institutions with large number of files like banks and libraries.
The advantages of numeric filing:
The method allows high level of secrecy as files are arranges according to number.
The method enables efficient and quick location of files as and when required.
The system is appropriate for organization with huge volumes of data.
The disadvantages of numeric filing:
It is expensive system as it requires separate index and cabinet.
Since the method is quite technical implementation and application may be difficult.
It is not suitable for small organization dealing with few files.
Define subject filing method. Mention its advantages and disadvantages.
Ans: The system of filing in which the files are created according to the subjects but arranged either alphabetically or numerically is called subject filing method. If a particular subject contains a large number of files, it can be further sub divided. For instance, if file related to assets contains large number of documents, it can be further divided into fixed or current assets for our convenience.
The pros of subject filing:
It is a flexible method so addition and reduction of files is piece of cake.
Large number of files can be categorically sub divided into small factions.
It is appropriate for organization with higher priority to subjects rather than names and numbers.
The guide card enables retrieval of files in quick and convenient way.
The cons of subject filing:
Division of files on the basis of subject is strenuous.
Separate index and guide cards elevate the cost of filing.
It is very difficult to maintain confidentiality.
What do you mean by geographic filing method? Mention its advantages and disadvantages.
Ans: The way of arranging the files of persons or organizations according to the names of location or place is called geographic filing method. All the documents related to a particular location are kept in the file assigned to it. It is suitable for those government organizations that function location wise.
The advantages of geographical filing are listed below:
Easy location of data is possible.
Performance of a particular region can be ascertained by analyzing appropriate files.
It is appropriate for organizations that maintain their file on basis of different locations.
The files can be arranged either numerically or alphabetically as per the organization’s convenience.
The drawbacks of geographical filing are outlined below:
Confidential files cannot be filed under this method.
It is time consuming to install this method of filing.
Files can be highly concentrated on particular region while some regions may have no files under them.
Introduce indexing. Explain its advantages.
Ans: Indexing may be defined as the process of development of an indicator or guide for locating the files and documents. It is an essential tool for proper and efficient office management. Basic example of indexing is the content guide given in the initial pages of the books.
The advantages of indexing are briefly discussed below:
Indexing helps in preservation of documents in efficient and organized manner.
It helps in prompt retrieval of files as and when required.
Indexing helps in cross reference of files thus facilitating in the smooth official jobs.
Indexing is of paramount importance for maintaining confidentiality.
Proper execution of indexing reduces cost as it saves labor and time.
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