. This can obstruct smooth flow of worn ar J the cham of ideas. If tile files are somewhere nearby it is easy to cons7 - n = amd take immediate action. Rigid adherence to rules regarding use and r. of f le can cause much inconvemence and annoyance.
2. Difficulty in keeping track of 'iles. If a file concerns- rum departments it mill. remain out of central filing section most of He times result of which some depar ments may have to wait for thejr turr..
3. Lack of secrecy. Departmental secrets cannot be kept safe if thconfidential files are kept in central filmg sectiort.
DECENTRALISED FlLiNG
Under this system each department of the organization forfidllg. Every department maintains its ownfilmg equipment anal has its own staff to operate the system. Meffts
(7) As the relevant files are within easy reach of the users this system enslues pros opt action. :
(ii) It is possible to maintain secrecy of documents or intonttation.
(ii) Depar(me.7tal convenience. 11 the files are handled in each department c]assffication and handling of files cam be done according to the method best suited to the needs of each department.
(IV) Lesser chances of mis,filulg. As the departmental employees are conversant with the nature amd tecltnicalities of work of tam department they- know ver, well as to which paper belongs to : which file this reduces the chances of misfiling.
(v) Training. As Hle filing work is done in every department employees of all the departments get trained about filing routines and procedures. Disadvantages
(2) The e is needecs duplication of uncork, equip7nentand stahffo hand.'e files; hence thus system proves uneconomical.
(ii) It i s not possible tofu 7ow standards sand ro utines Specialisati or in the v ork of handling files cannot be practiced
(iii) A paper concerning more than one department will have to be filed in files of different departments and hence more copies of that will have to be made. This will create more work
Conclusion. Beth these systems of keeping files have HDeirmerits and demerits. The choice will depend on nature and size of the organization 17 is obvious that not all records and papers shou d be filed in cer,trz, filing serL hon. Records which are constmtbeingreferred to t2 f some dmments orare of 3mfidential Denture. should rerun in
3. Flexdbility. If the need arises this system can be easily expands More Oles can be accommodated in the same drawers. If needbe, more cabinets can be ordered. This system is very suitable for expanding business.
4. Safety. The files are kept in strong folders which are, generally. kept in steel drawers hence the papers remain safe agaunst dust weather and insects. As the drawers of cabinets can be locked the chances of theft of important or confidential files are reduced. - P
• 5. Adaptability. The folders can be arramged and rearrange on the basis of any classification i e, subjectwise, alphabetically or geographicalh - - 6. Wide applicability. This system is suitable for storing any kind ot papers like order, invoices, terders, quotations, catalogues, letters, etc.
7. Lesser requirement of space. As compared to other systems, more space IS needed for accommodation of files :
Limitations
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