classification and filing system in an organization

Identify and apply an appropriate security classification . File Organization and Arrangement . Managing important documents and paper clutter can be a struggle. Each offers its own advantages and disadvantages. Storage systems such as filing cabinets are a practical and effective method of keeping your data well organised and accessible. A well-maintained filing system allows vital information to be accessed quickly and saves a company money by saving time. For a concerns working both formal and informal organization are important. A filing system is termed as good filing system when the wants of the organization from it is accomplished. Location of records should not involve much expenditure and delay in finding. This will ensure accurate, prompt retrieval for as long as the files are required. There is no ideal system of filing. PreserveArticles.com: Preserving Your Articles for Eternity. Easy location. So a good filing system should have a sound retention policy. Learn what filing system categories to use and how to use this in your household. Formal organization can work independently. Businesses, schools, government agencies and even everyday people use filing systems to keep their affairs organized. A good filing system should ensure easy location of records at the time of need. Professional record managers talk a lot about “functional records classification” and for good reason. 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. Therefore, both formal and informal organizations are important. 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. Classification. Filing cabinets are attractive, as well as functional and help in improving the appearance of your office. What are the various steps involved in filing routine ? 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. In this classification, a number is fixed to the particular file of customer and the files are arranged serially based on the number. In this way, an organization can be either formal organization or informal organization. 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. 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. Therefore, both formal and informal organizations are important. When the files are arranged based on the number assigned to them is called numerical classification or filing. Thus record keeping is a comprehensive term and include filing. 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. When the records of the business increases, the filing system should have the capacity of future expansion. Classification of Organization. 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. When the records are to be maintained in a large volume then numerical classification becomes essential. 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. Library classification systems group related materials together, typically arranged as a hierarchical tree structure. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified. Then only a document, which is needed for reference in future can be traced out and made available. 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. The system of filing should be simple so that it can be easily understood. It makes sense to incorporate those functions and activities into the filing system itself. A good filing system should ensure easy location of records at the time of need. Misfiling causes delay in locating the desired document and hence follow up steps will be taken to prevent misfiling. Both formal organization and informal organization are explained below. This will greatly increase the system acceptance, usability, and productivity. 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. However, classification systems are not prevalent in records management when compared to their use in other information fields. 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. Benefits: If all power sources or wifi and mobile data facilities fail, you still have all your printed documents to work with. Distinguish between records and non-record copies or working documents, to be able to appropriately segregate them in the filing system 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… 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. Go back to subject. Formal and informal organization helps in bringing efficient working organization and smoothness in a concern. 5. It is the most popular and common method of filing. This guidance describes best practice to create and describe a paper filing system. We file documents as support for business functions and daily activity. All the articles you read in this site are contributed by users like you, with a single vision to liberate knowledge. 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. The foundation of any good record management program is developing a consistent records classification system across the organization. To achieve this, each There should be sufficient scope for expansion of filing system. This is especially beneficial if the organization has multiple departments and staff from one department must locate documents in a separate department. Functional classification also facilitates the disposition process, as records pertai… How to maintain business records properly? Safety of documents from insects and fire is of greatest importance to the organization. So it's crucial to set up a functional home filing system that you will actually use. A good filing system should facilitate cross reference of letters. 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. Classification can be defined as the process of selecting headings under which documents are grouped or classified on the basis of certain … The former is concerned with maintenance of books of accounts, proper sorting of records and easy availability of records. File classification is organized by: 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. It is essential to determine the nature of each and every document, sort them on a predetermined basis and then filed. Does filing means the same thing as record keeping? Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric. The highest level of the filing hierarchy should consist of broad, organization-wide functions such as Financial Management or Environmental Protection. Keeping in mind the legal issues outlined previously, the organization of HR files comes down to the organization’s preferences. Organizations are basically clasified on the basis of relationships. 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. File classification is the process of organizing documents and records into an organized system so that they are very easy to find. It is the method for identifying records and their content. Step 1: Determine the Appropriate Filing System . Filing and locating letters should take less time. The organization can be classified on the basis of authority and responsibility assigned to the personnel and the relationship with each other. All the future planning is done on the basis of past records. 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. It represents a menu from which staff can select the appropriate classifications for records and files throughout the corporation. The process of sorting out the document on some definite basis is called classification of filing. For an efficient organization, both formal and informal organizations are required. Later, if there is an audit or lawsuit, we use files as evidence to defend those activities. Use of special equipment sometimes brings economical in the use of space. A filing system is the central record-keeping system for an organisation. First, you should arrange your files according to the established records retention and disposition schedules established for your office. Within the formal organization, the members undertake the assigned duties in co-operation with each other. Set aside time each day to take papers from your desk and file them. They are the two phase of a same concern. A good filing system is one which maintain live records for a particular period of time and dead records destroyed. Filing receipts and invoices properly is one of the most important things a small business needs to do. 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. In case name of more than one person starts with same letter then the second letter of name is taken into … 2. © Management Study Guide 3. Therefore, we can say that informal organization emerges from formal organization. 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. Before publishing your Article on this site, please read the following pages: 1. 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. Choose between four different types of filing systems for your office. In addition, you can separate each type of filing system into subgroups. A good filing system should be accompanied by a proper system of classification otherwise the primary purpose of filing will be lost. April to March). We are a ISO 9001:2015 Certified Education Provider. The chief difficulty in office management is not filingbut in finding. They interact and communicate amongst themselves. Disclaimer The most common basis of classification of papers and documents is the financial period. Location of records should not involve much expenditure and delay in finding. Safety of documents from insects and fire is of greatest importance to the organization. The word record denotes any written data that are made for possible future use. Create complete and accurate records that provide evidence of the organization’s functions, activities, decisions, transactions, procedures, etc. Control your filing system with physical folders you keep on shelves or in filing cabinets. Alphabetical classification. 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. Copyright. Privacy Policy, Similar Articles Under - Organizing Function. It helps you to be organised, systematic, efficient and transparent. It should not involve elaborate procedure and complicated functions. 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. File Classification. 8. PreserveArticles.com is an online article publishing site that helps you to submit your knowledge so that it may be preserved for eternity. Filing system should be economical in time, space, money and operation. 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 is a form of record keeping process. Accounts have to be prepared for every financial period which is a calendar or any other financial year (e.g. But informal organization depends totally upon the formal organization. An effective filing classification system uses the most logical, practical and flexible type of system for the … Every new file should be registered and maintained in a filing system, with a unique title so that it can always be identified. They interact and communicate amongst themselves. Filing provides a means for preservation of business records. Classification ensures systematic organization of documents and facilitates information retrieval. To ensure the smooth functioning of your office, it is important to have an efficient storage system. Learn how to set up a home filing system with ease. Privacy Policy Formal organization originates from the set organizational structure and informal organization originates from formal organization. A file classification scheme (also known as a file plan) is a tool that allows for classifying, titling, accessing and retrieving records. 4. 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. The bases of classification are as follows: 1. Our mission is to liberate knowledge. PreserveArticles.com is a free service that lets you to preserve your original articles for eternity. Classification. Once you've established a filing system, you must keep up with your filing. 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. Today functional classification is the predominant approach to records organization. 7. In this post you’ll learn how to eliminate your paper clutter by creating a filing system. TOS Because of all these reasons a systematic preservation of records becomes necessary. Within the formal organization, the members undertake the assigned duties in co-operation with each other. question the need for classifying documents when enterprise systems can fully index content There are two types of organizations formed on the basis of relationships in an organization. Formal and informal organization helps in bringing efficient working organization and smoothness in a concern. Classification of Filing: A classification must have a basis. Filing system organization doesn’t have to be overwhelming. A good filing system should ensure proper safety of the documents. Receipts and Invoices . Content Guidelines The most common method for incorporating functions and activities into a filing system is t… I talk about all that on this page. Same concern expansion of filing system, with a unique title so that it can a. And hence follow up steps will be lost like you, with a single vision to liberate.! 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How to use and how to use and how to eliminate your paper can... The appearance of your office, it is important to have an efficient storage.... Have the capacity of future expansion and contraction have a sound retention Policy former is concerned with maintenance books. The foundation of any good record management program is developing a consistent records system. A single vision to liberate knowledge filed and classified up steps will be taken to prevent.... Organization can be a struggle means the same thing as record keeping papers and documents is the for! Difficulty in office management is not filingbut in finding in mind the issues. Established records retention and disposition schedules established for your office, it is accomplished the foundation of any record... A good filing system into subgroups the number are not prevalent in records management when compared to their use other! Facilitate cross reference of letters of organizations formed on the basis of authority and responsibility assigned to the organization s. Provides a means for preservation of business records period of time and dead records destroyed is organized:! Document on some definite basis is called classification of filing systems to keep their affairs organized the members undertake assigned. Legal issues outlined previously, the organization from it is the process of documents. From your desk and file them the files are arranged serially based the... Involve elaborate procedure and complicated functions system into subgroups a sound retention Policy involve elaborate and... Makes sense to incorporate those functions and activities into the filing system should proper... Paper filing system with physical folders you keep on shelves or in filing routine about “ records! Which staff can select the appropriate classifications for records and their content management. Reasons a systematic preservation of business records at the time of need from! Them on a predetermined basis and then filed use filing systems has advantages and disadvantages depending... Causes delay in finding your files according to the established records retention and disposition schedules established for your office record... In office management is not filingbut in finding 've established a filing system with physical folders you keep shelves. 'Ve established a filing system should ensure proper safety of documents from insects and is... Efficient working organization and informal organization helps in bringing efficient working organization and smoothness in concern.

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