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classification and filing system in an organization

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