Office Filing System
What type of filing system is used in your company?
Discuss the different equipment and classification system used.
INTRODUCTION
Definition of Filing
Filing is storing and retrieving information of correspondence and documents into a file. The filing system is designed to be simple and easy to use. In order to ensure this, the filing system incorporates two basic components, which is manual and electronic filing.
The electronic filing is an organized collection of data that is stored in the external memory of a computer, and can be accessed and manipulated as a single named unit. It is done by the computer technique where the data is passed in the form of electronic pulse into the computer or word processor for storage on magnetic tape or disk.
Developments in electronic data storage have revolutionized the speed of retrieval and allowed greater and easier access to vast qualities of records without the need to store paper in bulky filing cabinets. While recognizing the potential of these electronic filing methods, most offices continue to generate, receive and dispatch paper documents that need to be stored and controlled in cabinets, using the manual filing system.
Manual filing is commonly and widely used for keeping important documents such as finance related documents, signed legal documents etc of which hardcopies are needed to be kept permanently (or over a period of time). The documents are filed using folder or box. Hence, it can be retrieved easily.
COMPANY FILING SYSTEM
My Company’s Filing System
In my company, we used both methods manual and electronic filing system to ensure all companies information can be retrieved at anytime when it purposely need.
The system allows for the same coding and categories for both forms of communication and records. Using the same name and codes for both systems may aid us storing and retrieving documents easily.
We had kept the manual file that include hard copy forms such as accounts statement, agreement,
Discuss the different equipment and classification system used.
INTRODUCTION
Definition of Filing
Filing is storing and retrieving information of correspondence and documents into a file. The filing system is designed to be simple and easy to use. In order to ensure this, the filing system incorporates two basic components, which is manual and electronic filing.
The electronic filing is an organized collection of data that is stored in the external memory of a computer, and can be accessed and manipulated as a single named unit. It is done by the computer technique where the data is passed in the form of electronic pulse into the computer or word processor for storage on magnetic tape or disk.
Developments in electronic data storage have revolutionized the speed of retrieval and allowed greater and easier access to vast qualities of records without the need to store paper in bulky filing cabinets. While recognizing the potential of these electronic filing methods, most offices continue to generate, receive and dispatch paper documents that need to be stored and controlled in cabinets, using the manual filing system.
Manual filing is commonly and widely used for keeping important documents such as finance related documents, signed legal documents etc of which hardcopies are needed to be kept permanently (or over a period of time). The documents are filed using folder or box. Hence, it can be retrieved easily.
COMPANY FILING SYSTEM
My Company’s Filing System
In my company, we used both methods manual and electronic filing system to ensure all companies information can be retrieved at anytime when it purposely need.
The system allows for the same coding and categories for both forms of communication and records. Using the same name and codes for both systems may aid us storing and retrieving documents easily.
We had kept the manual file that include hard copy forms such as accounts statement, agreement,