Personal management

Meaning:

Is a system arrangement and keeping of business correspondence and records so that they may be found and delivered when needed for future reference

Or

Filling is a process of classifying and arranging records so that they can be without delay

Objects (purpose of filling)

1. It keeps the records, protects letters and documents.
2. It makes past records easily available.
3. It provides suitable storage functions.
4. Proper filling leads to economy in space.
5. It improves the appearance of the office considerably.
6. It is less expensive and consumes less time to take out records.

Functions of filling can be classified into:-

1. Information function. Records are protected and maintained to supply information.
2. Administrative function. Files help the executive in framing business policies. For this previous records are maintained.
3. Library function. The records are stored for future references. Thus it performs the Library function.
4. Historical function. Files preserve important records of the progress of the business in a systematic manner. Thus it performs historical function.

An efficient filling system claims the following advantages:

1. Often customers refers to their past letters or orders by writing only the date and in such cases filling serves purpose of ready reference.
2. When past records are maintained through a good filling system they save time and also increase efficiency.
3. A proper filling system safeguards the documents against loss.
4. Old or past records save as a reliable basis for future planning and action.
5. Past records are good evidence in a case of disputes.
6. Certain documents are to be kept in order to fulfill legal obligations.
7. A proper control is facilitated. According to the importance of letters they can be disposed of quickly.

An efficient filling system should have the following essentials/characteristics:

1. Simplicity. It must be simple in operations, so that every staff of the office can easily understand the filling system.
2. Suitability. The filing system should be completely applicable to the firm concerned and suit the nature and requirements of the business for which it is introduced.
3. Accessibility. The files should be so arranged that the required letter or document for reference be picked up without loss of time. Of course it is possible through a good index system.
4. Protection (safety). The filed documents must be available to the person, who needs them. They are easily available when they are filed properly and securely. Documents should not be damaged by dust, insects, thefts, mishandling, fire, rain etc.
5. Certain documents have to be kept for a longer time or for the life-time of the concern. They must be housed in suitable equipment.
6. Economy. Cheap system of filing is to be adopted. The cost incurred by the system must be proportionate to the results obtained. The desired result must be obtained by using minimum finance, time, clerks etc.
7. Adaptability. The system must be adaptable to the changes that occurs in business.
8. Less space. Economy of space is of great importance in all concerns, because of the high rent. So it is necessary to see that the system requires minimum space. For this dead papers, older files which are not at all needed should be removed. A regular removed of such documents and files can save space.
9. Cross-reference. References should be provided where necessary. Files removed should be noted on out guides and know with who the missing file is lying.
10. Elastic/flexibility. If there is any expansion of work in the business concern, then the filing system can be expanded. So it must be flexible.
11. Compactness. It should not take up too much space especially floor space for the filing cabinet.
12. Co-ordination and control. A good system of filling must permit constant co-ordination among all departments and to have an effective control over.
13. The guide. Whenever a file or document is taken out, an indicator should be placed at the same place, if possible with signature of the recipient, to show the file or document has been removed. When it is returned, the indicator will be removed.

The mode of filing system should be formulated on the basis of objects and nature of records. When one prepares a system for filing, the first job is to make out a list of records and documents to be stored. The following steps may be considered while planning a filing system:

1. Period of storage. The period of storage must be determined with the consultation of various departmental heads of the organization. All documents are not needed for a long time while others may be needed for a considerable time.
2. Storage space. Nature of the organization and availability of funds are the basis to layout a storage plan. Arrangements should also be made to protect the records from losses or damages.
3. Arrangements in storage. Storing arrangement should be kept in a view of the frequency of use of the documents and departmental heads who will need the records.
4. Determining equipment's need. Various types of filing equipment's should be produced to store the records. Availability of funds and importance of records decide the choice of filing equipment five proof equipment must be preferred.
5. System of classification. A proper system of classification adopted is to be selected. The system should be simple, economical and efficient.
6. Training. Proper arrangements should be made to train the staff who handles the files. The filling procedure should be designed to fit the needs of the organization.

The filing function should be organized in such a way that it helps in proper maintenance of records. It is important to note that the records should be made available whenever required. The office manager has to decide whether the filing should be centralized or decentralized. Centralized filing and decentralized filing both have their own merits and demerits.

Centralized filing system

Is a system where all records relating to the various departments of a concern are filed at one place or in a central office. In other words, individual departments or sections of an organization do not do the filing of records.

Merits of centralized filing

1. It is put under control of specialists and this facilitates more efficiency.
2. Space available is used economically.
3. There will be effective control over them.
4. There will be no duplication of filing equipment and work (as in decentralized system) and as such there is economy in filing.
5. There is uniform standard to file the papers and to take them out. This enables speed location of documents.
6. People, who do the same work again and again become specialists in their work. This adds to greater efficiency.
7. Papers will be filed the same day.
8. The location of missing files or papers is easily known (by proper use of indicator).
9. The location of missing files or papers is easily known (by proper use of indicator).

Demerits of centralized filing system

1. When a departmental head is in urgent need of any letter, it will not reach him in time because of the long procedure, this is the main drawback.
2. Errors may creep in.
3. Much time is consumed if the filling department is located in distant rooms.
4. Rigid rules are there in giving and returning file. The rules become more important than the dealings.
5. Secrecy cannot be maintained.

Decentralized filing system/departmental filing system

Is the filing system in which every department has to keep its own files. Every department installs separate equipment and appoints staff to look after the filling work.

Merits of decentralized filing

1. Suitable, simple and easy methods can be adopted according to the convenience of the department.
2. The files are easily and quickly available.
3. Quick availability of file facilitate more efficiency.
4. Secrecy can be maintained.
5. Receiving clerk, will file the letter without mistakes, because the has to deal with a few letters only.

Demerits of decentralized filling system

1. In one organization, in different departments, different methods of filling will be followed. As such no standard system will prevail.
2. The filing clerk has many other jobs he cannot become a specialist in filing system.
3. Inter-department transfer of clerks will fail to understand the filing system of other departments.
4. If one document relates to two or more departments, there will be difficult in filing a document.
5. Filing will be done at the convenience of a clerk, who has many other jobs to do along with the filing. As such he may misplace the letters or keep them in other registers or leave them unnoticed.

There is a wide range of equipment available for the storage of information in an organization. Filing equipment consists of covers, folders, filling cabinets, etc.

Purpose of filing equipment

Filing equipment must serve the following purposes

1. Protection of document against any loss through careless handling, damage by fire, water or deterioration through dust.
2. Prevention of theft or unauthorized use.
3. Insertion, location and extraction of documents must take less time or effort.
4. Easy traceability of files.

A file is a collection of papers or documents dealing with one person or topic. The equipment in which they are kept is known as file cover or binder

Types of file covers

1. Box files. These have a solid box-like construction and a spring loaded compression pad which holds down the filed material firmly. Box files may be used to keep letters leaflets, catalogues, etc.
2. Lever arch files. These contain metal devices opened and closed in the centre of the folder operated by the lever.
3. Concertina files. These are made up of number of succession pockets into which similar documents can be collected ready for processing. They are suitable for temporary documents awaiting processing like petty cash vouchers and such documents which do not need to purchased eg. Certificates etc.
4. Ring binders. These are made of hard covers and two or more rings which open to allow the in section and removal of documents.

Filing cabinets

Several kinds of filing cabinets are in use, the common one being vertical, horizontal, lateral and circular.

1. Vertical filing cabinets. These are fitted with drawers in which files or folders are kept in vertical position. The cabinet may accommodate fullscape papers, A4 or A5 take cards or micro films. They are either made of steel or wood. For security purposes, cabinet are also provided with special locking devices including combination locks.
2. Horizontal filling cabinets. These are made of several drawers in which files or folders are laid horizontally. They are used for storing stationery, photographs, maps, stencils, drawings etc. than for files. This is because files are on top of each other which makes it difficult to refer to the document.
3. Lateral filling cabinets. These are made of suspended filing packets and files kept in their vertical position. The filing cabinets are held laterally along the shelves of the cabinet, rather than in drawers.
4. Circular rotary filling cabinets. These enable a great many records to be filed in wallets or pockets around a central vertical pillar. They economize space very accessible and can be used by several filling clerks at the same time.

Folders are the basic of vertical filing they are made of manila paper or some other strong paper and are used to hold papers and documents.

This refers to how file cover or binder are kept in the filing cabinets

Factors influencing the choice of filing methods/systems

1. Simplicity- to be affordable to new employee.
2. Elastic- room for expansion and capacity to accommodate new files.
3. Cost- cost of keeping files should be minimum.
4. The number of file and documents to be retained.
5. Reference- there should be easy reference of documents.

Filling methods/systems include:

Flat/horizontal filing

Is the keeping of files in the drawers, racks or in shelves when one is on top of, another lying horizontally.

Advantages of horizontal filing

1. It is simple to operate. It is easy to file documents.
2. It facilitate easy references of documents as they are filed in chronological (date-wise) order.
3. It is flexible system.
4. It can keep letters in proper order with the help of spring fastening device.
5. The letters can be referred without moving them from the file. Thus, risk of being lost is maintained.

Disadvantages of Horizontal filling

1. It is unsuitable where the volume of records is very high
2. To take out any proper, other papers have to be dislocated as the paper are kept in the order in which they are received.
3. When a large number of papers are stored in one file, their location becomes somewhat difficult.
4. This system is less flexible and takes more time as compared to vertical system.

Vertical filing

Is the keeping of files within the drawers, racks or in shelves when they are standing up-right north to north

Advantages of vertical filing

1. Vertical filing allows ready reference of papers and documents. The heading of each folder is visible from the extended edge of the back-sheet.
2. It is really adoptable. The folders can be arranged according to any classification such as alphabetical numerical and subject-wise.
3. It is economical compared to the horizontal equipment as it can accommodate more papers.
4. It provides ample scope for expansion while installing this type of equipment adequate provision for expansion of the number of folders can be made in the drawers.

Disadvantages of vertical filling

1. Vertical filing is not as fast as the other methods of filing such as visible card filing and rotary card filing.
2. There is always a possibility of folders shipping down the drawers. This may lead to unnecessary wear and tears of various folders.

Suspension filing

Is the keeping of files vertically while metal bars are affixed on sides of a filing cabinet drawer to prevent them from falling off from the filing cabinets.

Lateral filing

This is where the files are stored on shelves or on pockets suspended side by side from frames.

Open shelf filing

Is a method of filing in which open shelves are used in the library to store folders. Under this method open shelves or wooden or steel racks are utilized for keeping files and papers. In open shelves, filing may be done horizontally or vertically, and any method of classification may be adopted. This method of filing is especially used where papers are kept in envelope of packets or some other covered jackets.

Visible card filing

This method use a visible card equipment. This equipment is developed on the principle "look at the record, not for it" the main characteristic of visible filing is that, the main reference on each card is visible at all times. Generally, the cards are laid in a flat shallow tray or in a metal hinge. The cards are put in transparent covers before arranging them in trays. Each card is so arranged into a metal hinge that it overlaps the one before it in such a way that a narrow strip at the bottom containing name, telephone number of the subject remain visible.

(Classification system of documents)

Classification system is the basis of arranging documents in the folder.

Or

Classification is the process of selecting headings under which documents are grouped or classified on the basis of common characteristics before filing takes place.

Alphabetical classification

This is where documents are filed according to the first letters of either the name of sender or the subject. The arrangement is similar to words in an English dictionary or names in telephone directory. If a number of files are kept, each file is given a title and the files are arranged in the alphabetical order in the filing cabinet.

Advantages of alphabetical classification

1. Training is not needed for the clerks to perform the filling.
2. It is easy and convenient to group papers by names of persons, firm, products etc.
3. Direct filing is possible without the help of an index. It is self-index.
4. Files can be located immediately.
5. Number of files can be reduced or introduced without disturbing the classification.

Disadvantages of alphabetical classification

1. In large systems it takes longer time to find papers.
2. Mistakes creep in under common names i.e when there are several persons having the same name.
3. There is also difficult if the names are mis-spelt.
4. For large organizations, papers may be reasonably be filed under different headings.
5. It is difficult to forecast space requirements for different letters of the alphabet.

Numerical classification

In this system documents are arranged according to numbers rather than letters. A number is allotted to each customer and the same number is put on all papers or documents relating to transaction with him thus, the number allocated to each correspondent becomes his file number. If one file contains records of more persons, decimal system may be used e.g. 21.1 denotes one person; 21.2 denotes another and so on and these are file No.21 an index is necessary for locating the correct file.

Advantages of numerical classification

1. Accuracy in filling system is greater.
2. Reference is made by numbers.
3. They have unlimited possibilities for expansion. New documents are added to the file as they arise.
4. If files are misplaced, it can be noticed promptly.
5. It is easy to operate, numbered files can easily be located and arranged serially in comparison to alphabetical index.
6. The filling index may be used for other purposes (for example a mailing list) as well.

Disadvantages of numerical classification

1. Transposition of figures causes mis-filing.
2. A separate index must be provided.
3. It takes time for a new employee to fully understand the system.
4. Filing and finding is indirect.
5. It takes longer to file material as it involves two operations i.e the recording of paper number on the card index and the filing of the document.

The alphabetical-numerical or alpha-numerical classification

It is a combination of the alphabetical system and numerical system. In this system and numerical system. In this system each letter or sub-letter is given its own number and an index card is placed behind the guide card for each alphabetical section. The names and numbers of all the folders are mentioned in a numerical order behind each card. The coloured guide cards are used to sub-divide for folders into groups to facilitate their speedy location. The names and numbers of all the folders are mentioned in a numerical order behind each card. The coloured guide cards are used to sub-divide for folders into groups to facilitate their speedy location for instance, all files are arranged alphabetically and the first group is Aa-Ag. The folder of ABC firm, Agra book stores are first and second in order within this group; the first folder will bear the number A/1 and the second folder will bear the number A/2 and so on.

Advantages of alpha-numerical classification

1. It has all the advantages of the alphabetical and numerical classification.
2. It is an elastic classification.
3. It facilitates quick reference.
4. Geographical classification.

Geographical classification

Is the arrangement of files according to their place of origin. For example files can be arranged by countries, towns or by province in a country or by districts in a province. Files within each group are arranged alphabetically. This system is generally profitably used by banks, insurance, departmental stores etc.

Advantages of geographical location

1. It is simple to operate.
2. Statistical data can be collected easily.
3. Suitable for companies that have several branches spread over different parts of the world or a country. For example, oil companies and commercial banks.
4. Convenience of reference where the location is known.
5. Direct access for filling purposes.

Disadvantages of geographical location

1. Possibility of error where knowledge of geography is weak
2. Geographical location on must be known in addition to correspondent's name
3. Index necessary for occasional reference

Subject wise classification

In this, records are filed according to the nature of their subjects or contents. Papers are first arranged subjectwise and then in alphabetical order. Papers on a particular subject are arranged and put together, rearranged alphabetically or numerically and filed accordingly, there may be order file invoice file, complaint file, etc. For examples:-

Main subject classified: Purchase Sales Promotion

Sub-division of classified subjects:

1. Sales-cycle parts
2. Sales-scooter parts
3. Sales-motor parts

Advantages of subject wise classification

1. Focused learning. Students can concentrate on specific areas of knowledge, allowing them to gain in-depth understanding and mastery of each subject.
2. Specialization opportunities. Subject-wise classification allows students to identify their interests and strengths, which can guide them toward specialized career paths.
3. Systematic knowledge organization. By dividing content into subjects, the syllabus ensures that knowledge is structured logically, making it easier for students and teachers to follow.
4. Efficient assessment and evaluation. Subject-wise organization enables targeted evaluation of a student's understanding and progress in specific areas, helping to identify strengths and weaknesses.
5. Skill development. Each subject focuses on distinct skills (e.g., analytical skills in mathematics, critical thinking in history, or creativity in arts), fostering a well-rounded education.
6. Alignment with national goals. The classification ensures that the curriculum aligns with national educational objectives, such as preparing students for specific roles in Tanzania's economic, social, and cultural development.

Disadvantages of subject wise classification

1. Limited interdisciplinary learning. Subject-wise classification can create silos of knowledge, preventing students from making connections between subjects. This limits their ability to see the broader picture or integrate concepts across disciplines.
2. Overemphasis on specialization. Focusing on individual subjects may encourage students to specialize too early, without enough exposure to other areas of knowledge, which could limit their overall intellectual development.
3. Narrowed skill development. While each subject focuses on specific skills, the emphasis on compartmentalized learning may neglect the development of transferable skills such as problem-solving, communication, and collaboration that cut across subjects.
4. Increased pressure on students. A subject-specific approach can lead to a heavy workload and increased pressure on students to perform well in multiple subjects, which may lead to stress and burnout.
5. Lack of flexibility. Subject-wise classification may not accommodate the diverse learning styles or interests of students, making it harder to personalize education and cater to individual needs.
6. Fragmented teaching approach. Teachers may find it challenging to address complex, real-world issues that require an interdisciplinary approach, as they are restricted by the subject boundaries set in the syllabus.

Chronological classification

Under this system various records are identified and arranged in strict date order and sometimes even according to the time of the day. For examples, newspapers, current prices, market reports, etc. It is a useful system if dates are known.

Advantages of chronological classification

1. Clarity and simplicity. Chronological classification makes it easy to follow the sequence of events, ensuring a clear understanding of how one event led to another.
2. Understanding cause and effect. By organizing events in the order of their occurrence, it is easier to identify causal relationships and understand the influence of earlier events on later ones.
3. Logical framework. It provides a logical structure for studying history, helping students to grasp the flow of time and the progression of civilizations, societies, or developments.
4. Helps in memorization. Events arranged chronologically are easier to remember as they form a natural narrative or timeline.
5. Facilitates comparison. It allows for the comparison of events or developments in different regions or periods, fostering a deeper understanding of similarities and differences.
6. Foundation for historical analysis. Chronology serves as a basis for more complex historical analysis, such as thematic or comparative studies.
7. Minimizes confusion. It helps to avoid confusion by providing a clear framework for when events occurred, reducing the likelihood of misplacing or misunderstanding events.

Disadvantages of chronological classification

1. Clarity and simplicity. Chronological classification makes it easy to follow the sequence of events, ensuring a clear understanding of how one event led to another.
2. Understanding cause and effect. By organizing events in the order of their occurrence, it is easier to identify causal relationships and understand the influence of earlier events on later ones.
3. Logical framework. It provides a logical structure for studying history, helping students to grasp the flow of time and the progression of civilizations, societies, or developments.
4. Helps in memorization. Events arranged chronologically are easier to remember as they form a natural narrative or timeline.
5. Facilitates comparison. It allows for the comparison of events or developments in different regions or periods, fostering a deeper understanding of similarities and differences.
6. Foundation for historical analysis. Chronology serves as a basis for more complex historical analysis, such as thematic or comparative studies.
7. Minimizes confusion. It helps to avoid confusion by providing a clear framework for when events occurred, reducing the likelihood of misplacing or misunderstanding events.
8. Supports the syllabus objectives. Chronological classification aligns with the goals of the syllabus by promoting the development of critical thinking and analytical skills, as students interpret historical events within their temporal context.

The method of classification to be used will depend on the need of the business concerned. The following are general guidelines for any organization to choose a classification system.

1. The number of files and documents that need to be retained.
2. Simple in use and easy to explain to a new employee. It should be the one could take up after a brief explanation e.g Alphabetical filing.
3. There must be room for expansion and capacity to accommodate new files without the need to change the existing documents (i.e. their sequence order).
4. There must be easy reference and minimum possibility of misfiling.
5. A document need not have more than one file or filed under different subjects.
6. The cost of keeping files must be minimum. Filling classifications have different equipment and maintenance costs of keeping them.

Indexing means to guide something. An index is an indicator, indicating any subject matter. In filing, index helps the location of any letter, record, files etc. Thus it provides quick reference, which is essential of a good filing system. A index can be seen in almost all books, in last pages. The index will indicate the pages. The index will indicate the page number, where the particular subject is dealt with. An index is device for finding the position of a document or file in a system quickly and easily.

Difference between classification and indexing

Classification is a method of filing and the manner in which the files of different subjects are arranged.

While

Indexing is a method of making reference to the files. An index is a finding tool. It furnished the key as to how the material are arranged.

Importance of indexing

1. Indexing is an essential part of a good filing system as it is a guide.
2. It provides a ready reference.
3. It facilitate easy location of files.
4. Even if the files are arranged in self-indexing method index will further speed the work.
5. It possesses minimum information.

Essentials of a good system of indexing

A good system of indexing should possess the following essentials

1. It must be simple to operate and use
2. It must be economical in terms of money, space and effort
3. It should be flexible to allow for expansion
4. It should allow for speed
5. It should be suitable for the particular business
6. It should have locking arrangement

The following are the important type of indexing:

Bound book index

This system normally consists of a bound book, each page of which is allotted tone letter or more letters of the alphabet. Each page of this book has a tab which indicates the letter or letters of alphabet allotted to it, for example, if it is desired to see the number of the page in which the account of Mr. Anil is kept, the page marked 'A' will be seen or against the name of Anil will appear page number, that is, page number on which Anil's account appears. Such an index may take the form of a separate book or an index in the front or at the back of the book. A bound book index is a very simple method of indexing. No special training is required for office clerks to operate it. The pages cannot be lost as they are bound.

Vowel index

Here each letter of the alphabet is sub-divided into six divisions according to five vowels that is A, E, I, O, U and Y. If there are many names beginning with the same alphabet, they can be again sub-divided on the basis of vowels. For example, Rams name will be written on the page of the register marked "Ra". The Rekha will be written on the page of register "Re" and so on. This type of index can be used for small and medium size concerns.

Advantages of vowel index

1. Facilitates linguistic analysis. The vowel index allows students to analyze and understand the structure and phonetic composition of words, which is crucial in the study of morphology and phonology.
2. Enhances pronunciation skills. By studying vowel patterns, students can improve their pronunciation and articulation of words, particularly in Kiswahili, which is a phonetic language.
3. Promotes better spelling. The vowel index helps students identify common vowel sequences and patterns, which can improve spelling accuracy.
4. Supports poetic and literary analysis. It is useful in identifying vowel harmony and assonance, which are important in the analysis of poetry and other literary works.
5. Aids in understanding dialectal variations. The vowel index can help identify differences in vowel usage among various Kiswahili dialects, enhancing students' understanding of linguistic diversity.
6. Improves lexical studies. It supports the classification and study of words based on vowel structures, making it easier to explore lexical categories.
7. Encourages analytical skills. Using the vowel index requires students to analyze linguistic data systematically, fostering critical thinking and attention to detail.
8. Supports curriculum goals. The use of the vowel index aligns with the objectives of the syllabus, which include developing students' ability to analyze and describe language systematically.

Disadvantages of vowel index

1. Limited scope. The vowel index focuses solely on vowels, which may overlook the importance of consonants and other linguistic elements in the analysis of language structure.
2. Time-consuming. Analyzing texts or words using the vowel index can be time-consuming, especially for large datasets or lengthy texts, making it impractical in some cases.
3. Lack of contextual analysis. It primarily emphasizes vowel patterns without considering the broader context, such as semantics, syntax, or pragmatics, which are essential for a holistic understanding of language.
4. Not suitable for all texts. The vowel index may not be effective for analyzing texts with a high frequency of consonant clusters or those that lack regular vowel patterns.
5. Requires advanced knowledge. Proper use of the vowel index demands a good understanding of linguistic concepts, which may be challenging for some students at the secondary level.
6. May overshadow other linguistic features. Over-reliance on the vowel index might divert attention from other critical linguistic features, such as consonantal structures, tonal variations, or morphological processes.
7. Potential for misinterpretation. Misunderstanding or misapplying the vowel index could lead to inaccurate conclusions about vowel distribution or linguistic patterns.
8. Difficulty in comparative analysis. The vowel index may not be effective in comparing languages or dialects with significantly different phonological systems, limiting its applicability.
9. Not always relevant. For some linguistic analyses, such as those focusing on syntax or meaning, the vowel index may not provide useful insights.

Loose leaf index

This is another form of book index. Loose leaf is a sheet ruled like the pages of ordinary index. The sheets are inserted in or taken of from metal hinges or screws, as and when required. It is arranged as the library card index system. Each person (correspondent) is allotted a card on which the name of the person, the address, the file number etc are entered. The loose leaf index diagrammatically.

Examples of loose leaf index diagrammatically

Advantages of loose leaf index

1. Index of dead files can easily be removed.
2. The system is elastic.
3. Complete information can be had.
4. Additional information can be written or typed easily.
5. It save time and material.
6. It is very economical.
7. The dispatch of monthly statements and trade circulars is easy.

Disadvantages of loose leaf index

1. It is possible that cards are torn quickly by constant use.
2. Equipments are needed to keep the cards, therefore this system is expensive.
3. There is possibility of cards being misplaced, when they are inserted or taken out.
4. For small firms it is a mere waste.

Card index

This is another method of preparing index. The index is prepared in cards, each card is allotted for one information e.g. customers, firms, etc. the details of the reference are shown on cards. Cards of equal and uniform size are used. The cards may be of different colours of getting a good appearance or for distinguishing one group of cards from another. The card bears the number of file and the names of references along with particulars. The cards are placed in drawers, which are specially made for them. The cards are arranged in the dictionary order. E.g. if the file of Rama medical is to be taken of, first we have to look for the card, in the index drawer under Ra section indicated by the guide card, Ra. After a look at the index, the file number of Rama medicals can be known. Then find out the file from the filing cabinet. The cards are kept in drawers. A rod is put through them to hold the cards. So the chance of misplacement is reduced. The cards may be placed clerically or horizontally.

Advantages of card index

1. Any type of ruling can be adopted for the cards.
2. Insertion or removal of cards is easy.
3. It is capable of being expanded.
4. Location of card is easily.
5. Rearrangement of cards is possible.
6. The system ensures quick and accurate references.
7. Foldable card can also be used.

Disadvantages of card index

1. It is complex and elaborate.
2. There is the danger of the cards being lost or misplaced.
3. It is not suitable for small firms.
4. It requires special equipment and specialized clerks.

Visible card index

The cards are placed flat in transparent covers in a shallow tray or metal frame it is so placed into a metal hinge that the name and address is visible without touching another card. Then trays or frames are fitted vertically to metal stands or fitted horizontally into cabinet. The cards are placed according to alphabetical, numerical or alpha numerical order. The writer can write on the card (either on the back or on the front) without removing it from the frame.

Advantages of visible card index

1. It is compact and requires less space.
2. As it is visible, there will be speed in work.
3. It is useful to management as it provides quick information.
4. It helps management in controlling purchases, sales etc.
5. It gives a list of customers easily visible to the eyes on the frame and requires less expense and minimum effort.

Disadvantages of visible card index

1. Limited capacity. A visible card index can only store a finite amount of information, making it unsuitable for handling large volumes of data.
2. Time-consuming maintenance. Updating, sorting, or reorganizing cards can be time-consuming, especially when dealing with significant amounts of information.
3. Prone to physical damage. The cards can be easily damaged, lost, or misplaced, compromising the integrity and reliability of the system.
4. Requires physical space. A visible card index requires storage space for the cards and indexing equipment, which may be a limitation in environments with limited room.
5. Lack of data security. Information stored in a visible card index is not secure and can be accessed or tampered with by unauthorized individuals.
6. Limited accessibility. Unlike digital systems, a visible card index can only be accessed in person, reducing its efficiency in situations where remote access is needed.
7. No backup system. Once cards are lost or destroyed, the information is permanently gone unless duplicates exist, which adds an additional burden of creating backups.
8. Not suitable for complex data. It is not well-suited for organizing complex data or performing advanced data analyses, which are better handled by computerized systems.
9. Manual errors. Human error during the creation, sorting, or retrieval of cards can lead to inaccuracies or inefficiencies.
10. Time-intensive searching. While the visible card index is designed for easy access, searching for specific information in a large index can still be slower compared to digital systems.

Wheel index

Is a system according to which cards are mounted round the hub of a wheel. The wheel moves or rotates on ball bearings. When a particular file is needed, the wheel is rotated and the required card referred to this system is economical as well as flexible.

Strip index

This system consists of strips of cards or thick paper fitted in a frame in such a way that the strips can be taken out or inserted. The frames are fixed in a shelf or in a book form. Dead strips can be removed and new strips can be inserted.

Cross-reference

It is possible for a correspondence to be filed in 2 or 3 different files, but only one copy is available. A good cross-reference system is needed. It is in the form of card or folder directing a person to where a document which can be filed under more than one file found. For example, a letter Akola-Okubu might be filed under Okola-Okubu file or in Okubu-Okala file. Where a letter from Akola-Okubu is filed under Okubu-Akola file, a cross-reference card put under Akola-Okubu file to direct where it is located.

Selection of suitable indexing system

Every system of indexing has its own merits and demerits. Some methods are rigid while others are flexible though expensive. The installation of a suitable indexing system depends mainly on the following:

1. The type and the extent of information needed.
2. Cost of equipment in each system.
3. Cost of labour in each system.
4. The requirement of space required for each system.
5. The frequency of adding or deleting.
6. The purpose of keeping an index.

Marking absent files

If a file is likely to be removed for a couple of days, "marked" folders should be inserted in the place to collect any papers referring to the absent file. At times, it is referred to as an "out card". A "loan registry" book should also be used to note down when files are taken out. The names of the person who has taken it, noted, when returned, a signature by the loaner will cancel the entry.

Released for filing

Before letters can be filed, they must have been replied to any person responsible for replying letters will usually mark in the corner of the letter with an agreed upon release symbol i.e letter 'F' putting his initials, etc alternatively he will place it in a basket that is labeled "for filing".

Retention of records

Documents and records are not all expected to be kept permanently in the filling cabinets. When records become destroyed or transferred to reserve storage. Because of small space available for storage. Because of small space available for storage, unnecessary records should never be held for unduly long periods. This does not mean that records that may be needed later are destroyed. For this reason, organizations have specific period of time, records are expected to be kept in the organization. That is what is referred to as "the retention period" such retention periods should be noted on the records and extracted from the cabinets on the expiry periods. The length of period for which records are retained depends upon cost, space, future need and nature of the documents enough space is available and these records are needed in future then these can be retained for a longer period and vice versa.

This is a method of retaining or keeping information by photographic records to produce them when needed. The records are micro-photographed and kept either on roll film, micro fiche a picture or card or jacket. When needed for reference, the negative is shown on a screen or a copy can be made micro-filming is only important when a great multitude of permanent records must be kept e.g in office of registrar of births, records of rainfall etc.

Advantages of micro-filming

1. Saves space and weight-bulky files are replaced by compact cartons of films.
2. Documents can be sent abroad. Micro-filming reduces cost of postage if information has to be sent by expensive air-mail.
3. There is little risk of misplacing there is no possibilities of records on micro-film to be misfiled as it would be with lose papers in a folder.
4. A film is more durable than paper and provides a much more permanent record film is more wear-resistant than paper.
5. Film can be enlarged on to paper, thus providing quick and accurate duplicate copies of the original documents.
6. There is saving in filing equipment as well as floor space.

Disadvantages of micro-filming

1. Relatively slow because the film has to be viewed through the reader (a machine with projects the film on to a screen).
2. No indexing is possible and thus location of a particular frame may be difficult causing delay and frustration.
3. Micro-filmed information cannot be altered which is a disadvantage because sometimes it is necessary to make corrections or make insertions to the stored information.
4. There is great loss in case of one film is lost as one film will be keeping so many documents.
5. In case of poor processing with stale chemicals, the film may be unreadable.

A computer can store work in the same way as a conventional filing system. The document in a computer are kept in folders. The computer can be called an electronic filing cabinet. Within folders are sub-folders that works like drawers in the cabinet and helps you organize the different areas of your work. For example if you create a folder for office work, you could then create sub-folders for business correspondence and accounts. As with any filing system, its vital to organize it well right from the start. You should first decide which folders you are likely to need. Begin by creating a folder for each area of your work. You can then decide which sub-folders to create.

In a well organized system, it becomes easier to save and retrieve your work, whether in office or home. You can access your computer filing system through a handy facility called "window explorer" through this you can move folders and files around, make new folders and even copy or duplicate folders and documents. It is also important that your files should be named logically so that, should you misplace one and not remember its full name, you can still activate a search for it.

Establishment of a filing routine is essential to avoid misfiling and misplacement of files. It is also essential for any papers bearing the record cannot be handled and preserved without any proper arrangement.

Filing routine refers to receiving papers and documents and placing them in files.

Or

It also refers to issuing files for reference and use.

The followings are the steps in filing routine

1. Instruction for filing. Some responsible officer should issue an instruction for filing papers. The authorized officer should write "file" on the paper along with his signature and date. No document should be filed unless this procedure has been followed.
2. Classifying. The responsibility for deciding the heading under which an document should be filed must be clearly defined. This task may be done by the senior filing clerk or by the executive himself.
3. Indexing. The documents to be filed are then coded. The code is written on them and then they are indexed.
4. Cross reference. Sometimes certain documents relate to more than one file. They are to be filed under the most appropriate heading but a cross-reference card is inserted in every other relevant file for easy referencing.
5. Filling. After the papers have been classified, indexed and codified, they may be filed in the appropriate files or folders in the chronological order.
6. Follow up. Certain documents or papers require a follow-up action, like a letter. The concerned executive put on the follow-up instructions and filing clerk prepares a follow-up slip to act as a reminder. The follow-up document slip is filed in a follow up file along with the copy of the paper and the original document is filed. The filing clerk sends the needed document to the concerned officer on the specified date.
7. Issue of the file for reference. Whenever a paper or a file is needed by an executive, he should send a requisition slip, on the receipt of which the filing clerk will prepare a "charge out" slip, he will also prepare an "out slip" which indicates the where about of the file and is kept in the place vacated by the file issued. The out slip should be taken out when the file has been returned to its place.
8. Disposal of dead files. In office the filing department should transfer the inactive files into the central room but when the paper has become dead, it should be destroyed according to the instructions of the officer responsible for retention of records.