Filing Rules
- Rule 1: File by name in terms of the first letter.
- Rule 2: If the first letters are the same, file in terms of the second letter.
- Rule 3: File in terms of surnames.
- Rule 4: If surnames are the same, file in terms of the initial.
What is modern filing system?
The horizontal filing system is a modern type of filing where the documents or letters are chronologically placed in folders one upon another in a horizontal or flat position. The latest documents are placed on top and the oldest at the bottom in the folder.
What are the modern methods of filing?
Explain the two system of modern filing system.
- Modern Filing System.
- Horizontal Filing System: Horizontal Filing system is a modern type of filing.
- Flat file: A flat file is made of cardboard or thick paper.
- Arch Lever File:
- Advantage:
- Disadvantage:
- Vertical System of Filling:
- Advantages:
When is the right time to file documents?
Filing documents away at the right time is a crucial step of any clear desk policy. Employees should use filing as a way to clear their desk as much as possible and should aim to file documents away at the end of each day. Therefore any filing system that is used should be able to accommodate filing on a regular basis.
Is it necessary to file documents every day?
Filing documents can be mundane and quite frankly rather dull but unfortunately filing is a necessary, and very important part, of any record management and storage routine. It is not difficult to get filing right, but getting it wrong could lead to administrative chaos.
How are St’s filed in a filing system?
St is filed as Saint and foreign versions like San or Sainte are filed as spelled. Some filing systems treat Mc, Mac or M’ as different versions of ‘Mac’ and file them according to their individual letter sequence; others tream them all as ‘Mac’.
What should I consider when filing documents away?
When filing documents away it is important to consider how accessible those documents need to be. It is no use putting a document right at the bottom of a filing cabinet if it likely an employee will need that document to hand tomorrow.
