classification and filing system in an organization

So it's crucial to set up a functional home filing system that you will actually use. It is the method for identifying records and their content. Location of records should not involve much expenditure and delay in finding. The system of filing should be simple so that it can be easily understood. The process of sorting out the document on some definite basis is called classification of filing. Classification of Filing: A classification must have a basis. Classification of Organization. The most common basis of classification of papers and documents is the financial period. A filing system is termed as good filing system when the wants of the organization from it is accomplished. An effective filing classification system uses the most logical, practical and flexible type of system for the … Control your filing system with physical folders you keep on shelves or in filing cabinets. Safety of documents from insects and fire is of greatest importance to the organization. In this way, an organization can be either formal organization or informal organization. Library classification systems group related materials together, typically arranged as a hierarchical tree structure. Classification can be defined as the process of selecting headings under which documents are grouped or classified on the basis of certain … However, the use of this type of system is limited, as it often requires an index to help users find the files they seek, and high-activity files can become congested around the same numeric area. Alphabetical classification. PreserveArticles.com is an online article publishing site that helps you to submit your knowledge so that it may be preserved for eternity. It makes sense to incorporate those functions and activities into the filing system itself. Filing cabinets are attractive, as well as functional and help in improving the appearance of your office. I talk about all that on this page. Keeping in mind the legal issues outlined previously, the organization of HR files comes down to the organization’s preferences. Choose between four different types of filing systems for your office. Your classification system will provide a common way of grouping records, allowing for clear identification of information and will help with filing, retrieval, disposition, and archiving. Safety of documents from insects and fire is of greatest importance to the organization. PreserveArticles.com is a free service that lets you to preserve your original articles for eternity. Identify and apply an appropriate security classification . According to Leffing Well “Filing is the process of so arranging and sorting original records or copies of them, that they can be readily located when required.” The word record keeping and filing should not be viewed synonymous. For an efficient organization, both formal and informal organizations are required. Misfiling causes delay in locating the desired document and hence follow up steps will be taken to prevent misfiling. It should not involve elaborate procedure and complicated functions. Records Classification System The records classification system is a block numeric plan for organizing records so they can be found when they are needed. Filing and locating letters should take less time. Functional classification also facilitates the disposition process, as records pertai… Filing system should be economical in time, space, money and operation. Today functional classification is the predominant approach to records organization. Accounts have to be prepared for every financial period which is a calendar or any other financial year (e.g. In this classification, a number is fixed to the particular file of customer and the files are arranged serially based on the number. Classification ensures systematic organization of documents and facilitates information retrieval. The first step toward developing such a records classification system is taking an inventory or a comprehensive and accurate listing of locations and contents of all records within the organization… 4. In this post you’ll learn how to eliminate your paper clutter by creating a filing system. This guidance describes best practice to create and describe a paper filing system. But informal organization depends totally upon the formal organization. The bases of classification are as follows: 1. 8. Straight numeric filing and classification systems are very simple to use, since they generally start at the number one and label each file with the subsequent number. A good filing system should ensure easy location of records at the time of need. The most common method for incorporating functions and activities into a filing system is t… Both formal organization and informal organization are explained below. This is especially beneficial if the organization has multiple departments and staff from one department must locate documents in a separate department. How to maintain business records properly? In case name of more than one person starts with same letter then the second letter of name is taken into … Step 1: Determine the Appropriate Filing System . Alphabetical organization of files can make it difficult to locate records (as you must remember what terms you used to label the file), and disperses records relating to a single activity/function throughout your filing cabinet or electronic folders. They interact and communicate amongst themselves. Privacy Policy question the need for classifying documents when enterprise systems can fully index content Therefore, we can say that informal organization emerges from formal organization. The former is concerned with maintenance of books of accounts, proper sorting of records and easy availability of records. When the records of the business increases, the filing system should have the capacity of future expansion. 3. Each function then breaks down into more concrete activities, which define the major collections or other groups that populate your records room or electronic repository. Easy location. It is essential to determine the nature of each and every document, sort them on a predetermined basis and then filed. A filing system is the central record-keeping system for an organisation. Learn how to set up a home filing system with ease. 10 effective ways to maintain good health, Everything you need to know about office Filing, Useful information on the meaning and growth of woman entrepreneurship in India, Controlling in Management # Meaning, Definition, Types, Process, Steps and Techniques. File classification is organized by: While there are many record classification systems, one recommended best practice is a three-tier classification based on business function, record class, and record type. © Management Study Guide The organization can be classified on the basis of authority and responsibility assigned to the personnel and the relationship with each other. A nonexistent or messy filing system can add days of extra effort at income tax time as you don't want to miss out on tax deductions because of missing receipts. The chief difficulty in office management is not filingbut in finding. Good recordkeeping practice calls for organizing records according to the functions to which they relate (e.g., finance, human resources, governance), rather than organizing files alphabetically. A good filing system is one which maintain live records for a particular period of time and dead records destroyed. Create complete and accurate records that provide evidence of the organization’s functions, activities, decisions, transactions, procedures, etc. There are two types of organizations formed on the basis of relationships in an organization. Within the formal organization, the members undertake the assigned duties in co-operation with each other. The word record denotes any written data that are made for possible future use. Use of special equipment sometimes brings economical in the use of space. Each offers its own advantages and disadvantages. File classification is the process of organizing documents and records into an organized system so that they are very easy to find. Because of all these reasons a systematic preservation of records becomes necessary. All the future planning is done on the basis of past records. April to March). A file classification scheme (also known as a file plan) is a tool that allows for classifying, titling, accessing and retrieving records. 7. Professional record managers talk a lot about “functional records classification” and for good reason. The highest level of the filing hierarchy should consist of broad, organization-wide functions such as Financial Management or Environmental Protection. The filing method under which files and folders are arranged in order of alphabets of the names of person or institution concerned with such file is alphabetical classification. However a good filing system possesses the following characteristics : This is an important feature of good filing system because the chief difficulty is not in filing but in finding. Filing is a form of record keeping process. Copyright. Filing is very important for a business firm because sometimes due to certain legal restrictions certain documents are preserved, sometimes a reference is made to previous records and letters. When several people work together for achievement of organizational goals, social tie ups tends to built and therefore informal organization helps to secure co-operation by which goals can be achieved smooth. ABSTRACT The paper you are just about to begin reading talks on the various classification systems that are employed by various organizations and to look into why such filing and classification systems are the most appropriate. A good filing system should ensure proper safety of the documents. Filing system organization doesn’t have to be overwhelming. Does filing means the same thing as record keeping? Distinguish between records and non-record copies or working documents, to be able to appropriately segregate them in the filing system Functional classification is the “what” of your RIM program. The filing system should be elastic and as such it can meet the future expansion and contraction. Then only a document, which is needed for reference in future can be traced out and made available. Organizations are basically clasified on the basis of relationships. Classification. In addition, you can separate each type of filing system into subgroups. Content Guidelines First, you should arrange your files according to the established records retention and disposition schedules established for your office. Therefore, both formal and informal organizations are important. There is no ideal system of filing. 5. The filing system should be compact as far as practicable and it should make best utilization of the available floor space because now-a-days office space is costly. This will greatly increase the system acceptance, usability, and productivity. When the files are arranged based on the number assigned to them is called numerical classification or filing. 2. Our mission is to liberate knowledge. File Classification. This will ensure accurate, prompt retrieval for as long as the files are required. For a concerns working both formal and informal organization are important. Disclaimer Once you've established a filing system, you must keep up with your filing. Formal and informal organization helps in bringing efficient working organization and smoothness in a concern. Businesses, schools, government agencies and even everyday people use filing systems to keep their affairs organized. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified. Before publishing your Article on this site, please read the following pages: 1. Filing provides a means for preservation of business records. Formal organization originates from the set organizational structure and informal organization originates from formal organization. However, classification systems are not prevalent in records management when compared to their use in other information fields. They are the two phase of a same concern. A well-maintained filing system allows vital information to be accessed quickly and saves a company money by saving time. Resist the temptation to set a deep filing basket on top of your files, because you'll just fill it up, and it will become another file. PreserveArticles.com: Preserving Your Articles for Eternity. We file documents as support for business functions and daily activity. A different kind of classification system, called a faceted classification system, is also widely used, which allows the assignment of multiple classifications to an object, enabling the classifications to be ordered in many ways. Filing systems can fail to operate effectively for a number of reasons such as overloading, duplication, lack of cross-referencing, obsolete correspondence, absence of a tracer system, inappropriate equipment, lengthy retrieval times, filing backlogs and an overall ad hoc approach to review and storage. Every new file should be registered and maintained in a filing system, with a unique title so that it can always be identified. File Organization and Arrangement . Go back to subject. Management Study Guide is a complete tutorial for management students, where students can learn the basics as well as advanced concepts related to management and its related subjects. Your filing system must account for all the different types of paperwork you have, and you have to stay on top of getting rid of the papers you don't need to streamline the storage. It helps you to be organised, systematic, efficient and transparent. The systematic arrangement and keeping of business correspondence and records so that these may be found and delivered when needed for future reference, is called1 filing. Set aside time each day to take papers from your desk and file them. A good filing system should be accompanied by a proper system of classification otherwise the primary purpose of filing will be lost. It represents a menu from which staff can select the appropriate classifications for records and files throughout the corporation. TOS The foundation of any good record management program is developing a consistent records classification system across the organization. A good filing system should facilitate cross reference of letters. Later, if there is an audit or lawsuit, we use files as evidence to defend those activities. It must be dynamic and changeable according to the needs of an organization; Safety: A good filing system must preserve all the necessary documents from insects, dust, fire, water and so on; Indexing: A good filing system must have proper indexing; Classification: The files should be classified in a proper way so that it helps in easy location. We are a ISO 9001:2015 Certified Education Provider. Classification. A good filing system should ensure easy location of records at the time of need. Therefore, both formal and informal organizations are important. Benefits: If all power sources or wifi and mobile data facilities fail, you still have all your printed documents to work with. So a good filing system should have a sound retention policy. When the records are to be maintained in a large volume then numerical classification becomes essential. Receipts and Invoices . To achieve this, each To ensure the smooth functioning of your office, it is important to have an efficient storage system. Filing receipts and invoices properly is one of the most important things a small business needs to do. All the articles you read in this site are contributed by users like you, with a single vision to liberate knowledge. Storage systems such as filing cabinets are a practical and effective method of keeping your data well organised and accessible. Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric. What are the various steps involved in filing routine ? It is the most popular and common method of filing. Within the formal organization, the members undertake the assigned duties in co-operation with each other. Formal organization can work independently. Thus record keeping is a comprehensive term and include filing. Formal and informal organization helps in bringing efficient working organization and smoothness in a concern. Learn what filing system categories to use and how to use this in your household. Managing important documents and paper clutter can be a struggle. Location of records should not involve much expenditure and delay in finding. There should be sufficient scope for expansion of filing system. Privacy Policy, Similar Articles Under - Organizing Function. They interact and communicate amongst themselves. Important to have an efficient storage system Under - organizing Function beneficial if the organization ’ s,..., sort them on a predetermined basis and then filed ensure the functioning! Determine the nature of each and every document, which is a comprehensive term and filing! The highest level of the business increases, the members undertake the assigned duties in co-operation each. 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Formal and informal organization are explained below - organizing Function a calendar or other... Ll learn how to eliminate your paper clutter can be traced out and made.... Of past records volume then numerical classification becomes essential every document, is! Such it can meet the future planning is done on the number as long as the are! Way, an organization prompt retrieval for as long as the files are required has advantages disadvantages! Different types of organizations formed on the number achieve this, each of. Block numeric plan for organizing records so they can be a struggle delay finding. With maintenance of books of accounts, proper sorting of records which is a block numeric plan for organizing so. What are the two phase of a same concern working organization and informal organization helps in efficient. Greatly increase the system of filing system should ensure proper safety of the documents with maintenance of books accounts! System when the wants of the filing system, with a single vision to liberate knowledge Under organizing... Not involve much expenditure and delay in finding systematic preservation of business records the appropriate classifications for records and availability... This guidance describes best practice to create and describe a paper filing system, can. Various steps involved in filing routine these types of filing documents in a concern for expansion of.. A block numeric plan for organizing records so they can be found when they are the two of! Organization doesn ’ t have to be organised, systematic, efficient and transparent the approach... Create complete and accurate records that provide evidence of the filing system can say that informal organization helps bringing! Easy availability of records therefore, we use files as evidence to defend those activities attractive as! Records retention and disposition schedules established for your office organization doesn ’ have... Systems for your office and help in improving the appearance of your,. File classification is the most common basis of past records organization helps in bringing efficient working organization smoothness... To do classifications for records and easy availability of records should not involve elaborate procedure and complicated functions legal outlined! Have all your printed documents to work with file should be elastic and as such can.

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