Documentation is required to ensure immediate access to records. Separation is a process of selecting subjects for which records and documents are organized due to general characteristics prior to completion. For example, characters can be separated on the basis of a communication issue. The main arrangements for file classification in the office are:
• Serial from 1-100
• Serial from A-Z
• Geographical
• According to the title
[1] Serial from 1-100
Under this technique, files are arranged numerically, each link or subject is assigned a number. The files are arranged in numerical order. For example, a customer, XYZ, may be assigned No.06 so that all related papers are available in folder no. 06.
[2] Serial from A-Z
With this technique, letters from different groups or related to different topics are organized and placed in different file covers on the basis of the alphabet on which the group's name or subject begins. The first alphabet of a name or surname or title is the first directory of the file rank. For example, all documents related to Tata Consultancies can be placed in a folder marked T'. For each file, the papers are sorted by date.
[3] Geographical subdivision
In the technique, books are subdivided according to geographical areas. All connections related to a specific location are stored in one file.
[4] According to the title
Under this technique, papers are organized according to the topic. Subjects are listed alphabetically, e.g. Exam, Result, Study material, etc. This method is more appropriate if the title is more important than the author's name or location.
Methods of filing-
After classification, files should be carefully stored using any of the appropriate filing methods. There are various ways to fill them based on the type of equipment they use. These methods can be classified as-(i) Traditional Methods (ii) Modern Methods
[1] Traditional Filing Methods
There are some traditional methods of filing such as pigeon-hole installation, folder filing, box placement, spike filing, book bind filing, and arch lever filing. Although, these filing systems have limited use nowadays, these do apply to smaller organizations. These methods can be defined as:
a) Pigeon cave installation- It is a special almirah or wardrobe divided by the number of smaller areas. It is open from one side and its parts are square marks called 'pigeon holes'. Each pigeon hole holds a letter of letters. When the letters are received, they are arranged alphabetically or sequentially.
b) Folder filing- There are cardboard covers or thick sheets covered with metal hooks to fasten the papers together. A separate folder is assigned to each customer. All characters associated with that customer are stored in the file's contents. The papers are ordered and filed. The papers lie on top of one another
(a) Pigeon Cave Installation (b) Folder Filing
c) Filling with boxes- The box file, as the name suggests, is made in the form of boxes. The documents are usually placed in folders and then placed in a box file. It helps to keep the papers better as they are safer and collect less dirt. For classification purposes, papers related to various topics may be collated. This method is applicable to traveling agencies where book correspondence is maintained temporarily.
d) Spike filing- Includes wire with sharp edges and wood, plastic or round metal at one end is used for filing. It is stored on a table or mounted on the wall after the filling is completed.
(c) Filing with Boxes (d) Spike Filing
e) Book binds filing- Under this method, paper or discounts is attached to the book's length. This method is often used to record minutes and save receipts and notes. It avoids the possibility of losing or replacing it incorrectly.
f) Arch lever fitting- This system uses sturdy cardboard folders containing solid metal layers. These wires can work with a lever. When the paper is inserted, it is milled through two holes with a milling machine. The excavator is then transferred to the top that opens the edges of the metal or springs. After the paper is inserted into the holes, the lever is pressed down to close the spring. The paper in the file arranges one over the other.
(e) Book Binds Filing (f) Arch Lever Fitting
[2] Modern Filing Techniques
In addition to traditional filing methods, as mentioned above, you will find some of the most popular modern filing methods nowadays in large and small organizations. Modern filing methods are classified as- (i) Horizontal Filing (ii) Vertical Filing.
a) Horizontal Filing- In this system, the documents are stored in file covers or folders one over the other in standard position. The documents are stored chronologically inside the cardboard file cover. Sheets are lined with metallic or metal joints. Files are then stored in cupboards in one convenient place over another. When any paper is required, the correct file is extracted, and after processing it is returned to the same location.
b) Vertical Filling- This is a modern form of filling. In this way, the papers are put in files and stored in a straight-standing position. Folders are stored in specially designed cabinets. The front side of the folder is short. The extended back part is used to indicate the file code number. Metal drawer drawings are deep enough to hold vertical folders. In order to separate the wardrobe into simple guide sections are placed in the correct positions. Under this method, it is placed in a separate folder for each customer or subject. Folders can be organized alphabetically, numerically, geographically or intelligently. This system has become very popular in big offices and big business houses.
(a) Horizontal Filing (b) Vertical Filing