Q. 20. Write a note on Filing Rou dne.
Ans. Filing Routine. Filing routine means laying down rules about
things like who will order panning of papers im files m which particular file the paper Dill be put v. ho fill control moi errant of files eta Ed Mishnt of a filing rontme is necessary to an Did
hat e to be ii an cd in tracing misfiled papers and misplaced files. -- -A ..-ne is not strictly followed. An effective and efficient routine of - iPgfiles should consist of ffie following steps:
1. Giving orders for placement of papers in files. After the papers ha e been utilised i.e., necessary actions on them have been taken they will am. e to be pot in relevant files. Orders for filing the papcrs should be given by some responsible executive The authorlsed erp officer will write File' on the paper to be filed and put his signature with date.
2. Placing papers in proper files. After the filing orders, the papers fill be sent to the filing section. The m-charge of filing section will have to decide in which particular file the paper should be placed' This should not be left to junior clerk. In some orgarosation the decision regarding the heading If nder which the document is to be filed has to be taken by an executive who is concerned with the Ratter.
3. Indexing and coding. After the decision regarding classification has been taken the next step will be to put the code number of the file in which the paper is to be filed. This is generally done by the in-charge of f f ing section. In case of any doubt the letter is sent to the dealing erp officer for classihcation
4. Putting letters in tiles. After filing order has been given on the papers and they have been classified, indexed and codified they are put in appropriate folders or files.
5. Cross referencing. If a paper relates to more than one file i.e. j if the ffiformahon reading that matter has to be recorded in more than one file, a few copies of the letter are prepared and a certified copy of it is given about the file number in which the original letter has been field.
6. Out-guioes. A senior filing clerk is generally made responsible for: maintaining control over the files which has been taken out from the drawers or racks amd sent to different dealing executives or assistants. When a file is sent out, a note in the 'outguide' should be ruade giving particulars of the person into whose custody the file has passed' if a file is not returned within reasonable time inquiries should be made about its whereabouts so that it is not misplaced or is held up unnecessarily. : :