If follow up action has to be taken on any mailer, a note of Ells is made on the letter being filed. The filing department notes this in a diary or reminder slips so that the follow up action may not be forgotten. For example, if a letter for recovery of some amount has been sent, perhaps a remitfder may have to sent after two, weeks, in such a case a nothing will be made on the file that a reminder has to be sent after two weeks and the filing clerk will note down the code number of this file in a diary so that the file can be taken out after two weeks and the reminder is sent.
Disposing the dead files. All papers cannot be stored indefinitely iirj aside a few documents, the papers and documents remain useffil for j Kt unly of keeping them for longer period than is
necessary The f ling department should make arrangements for the destmcon of unwanted records. It IS better that old record room or section.
CLASSIFICATION AND ARRANGEMENT OF FILES
Q. 21. Discuss the methods of classification and arrangement of Sles.
Ans. Assigning particular class or categorv to individual items on the basis of similarity or common characteristics is known as classification. Grouping of documents, papers or records on some common basis is called classic cation of files.
By proper classification, the required files can be located quickly and conveniently Accessibilihv to documents, to a great extent, depends upon the care with which they have been classified. If papers relating to a particular heading or subject have been properly classified, it helps in their prompt Iocafion. Another advantage of classificatmn is that papers classified under a particnlar head nee& the same degree of protection and have to be retained for sameperiod of time. There are seven broad methods of classifying records: 1. Alphabetically; 2. Numerically. Alpha NuimericaDy, 4 Geograpliically; : :
• 5. Chronologically; 6. Subjechise; and :
7. Combination of Different Metliods.
Classification on the basis of various combinations of above nnethod is also done. Different methods of classification have been discussed below which of these methods should be adopted Dill depend on the nature. requirements and sump of the organisatio n
1. Alphabetically. EversT file has a name or a title. Under this method files are arranged in accordance with the first letter of the subject of the file or the name of trio correspondent. For example, the files of those customers whose name or surname begin with alphabet 'A will be arranged separates. and those whose names begin with other alphabets separately If desired file i under each alphabet can be further grouped in dictionary order If there armany correspondents wliose names begin with 'A' their files will be arEar sea in strict alphabetical order of subsequent letters too like As..AM Ba..i_ etc. For example, file of Adbdual Adarsh. A ear bill be arranged ir m order For classification, different shelves of raclis are allotted to d f:.alphabets. A comnim1 pract ce is to make 26 divisions enrich are 5qcedt =: alphabets of Englisll.
(iii) The need for maintaining an index of files does not anse. Limitations
(i) It is not possible to demarcate subjects precisely A letter c m appear to be relating to more tham one subject it may- become difficult to :decide in which file that letter should be filed or v hich file should be seen to link that paper up. (ii) it becomes difficult to IQcate files if tnere are a lar,,e number of files in the of fice.
fib) It camlat accurately be estimated as to how much space will be: needed for Strong files of one particular al,ohabe
nighed cam sent a medium ski erp office There the member of files does nor eked SOO or 600. It is N ery simple and east to operate method because people are weU conversant with the use of dictionary and dDrectors.
l numerically. Under this system each file or the folder is given a code number and the files are placed striclh- in that serial order. this is known as consecutive filing. Sometimes, a subject is given one Dumber and different files of that subject are given a sub-number in the form of decimal number. This is called terminal digit filing. For example, the digit 33 may stand for finance and 33. I may stand for COrporahOD finance. If is essential to have an index of files which will show the serial number of particular file. If there are more than mle file of any correspondent the number can be allotted in decimals. Forexannple, if there are four files relathg to Mr. Smith and his code number is IIS his different files willbe numbered as 115.1,115.2, 115.3 amdllS.4 The main advantage of terminal digit filing is that even if many files become dead there will not be gaps in the serial Dumber Serial number will not unnecessarily increase, no need to reallocate serial number will also be felt. Merits
(i) Under this systen. greater accuracy is ensured.
(ii) it permits unlimited expansion specially, if the numbers are allotted on decimal system.
(iii) There can be ease in giving reference number to outgoing letters. By giving sender's reference Dumber on the outgoing letter in code language, mention can be made of file Dumber i utstead of gin ing details of subject.
The index can be used for obtaining or collecting othe: 2 --- imrormation regarding correspondents, for example. he fi md can be used as list of addresses of customers or suppliers
This methods is simple to operate and easy to install. Immolations i
O For locating any particular file the index has to be refereed to - em. time.
(ii) Slight mistake in putting the number of file can cause r uch inconvenience and lead to misfiling. Much diffcu.t will be experienced m locating the file if the outside party comr.its a mistake in oiling the reference number of the letter sent to hi m
(iii) Files for'miscellaneous papers cannot be easily arranged.
(iv) Some files become dead after sometime but their serial numb r continues in the list. With addition of new files the serial number keeps on swelling with the result that list of current and dead files becomes too wlimtinous to be quickly seen.
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