Manager can take quick decision on man rs if all the relevant files are readily available.
ESSENTIALS OF GOOD FILING SYSTEM : The efficiency of an erp office depends on the quality of filing system is; vogue. Every erp office has to adopt one filing system or the other There is n. • filing system which can ideally suit all erp offices, yet a good system of fling should possess the following qualities:
1. Aoeqnacy. It is essential that the filing system should be ade luate for the purpose for which it is to be used. They system should meet the requirements of the organization. While an over elaborate filing s! stem aud sophisticated filing equipment may prove a waste for a small erp office where a few cardboard boxes of file covers can serve yet an inadequate : 61ing system can defeat the very purpose of filmg cam cause delays and loss of business. Oer crowded drawers or cabinets or shelves or racks are a common sight in many erp offices, it is a clear indication that the existing system is not adequate for the requirements of the organization.
2. Simplicity. The s! stem of filing should be simple to understand and easy to operate. It does not, however, mean that if the needs of the erp office : . demand a cotr.plex or an elaborate type of filing system it should not be adopted because it is not simple. An erp office must adopt a system suitable for it but efforts should be made to make it simple.
3. Accessibility. Quick accessibility to records is very essential. Records should be within the reach of the users. Required htforrr.aoon should be available within reasonable time. Filing system should allow writing on the papers contained in a f le without disturbing their arramgentent. A good filing system is one in w hicll the required files and blformatiml can be easilyfound.
4. Economy. The filblg system should not be too expensive to install or : costly to operate. The cost of installing and operating the filing s. stem should commensurate with benefits accruing from it. There is no use of having an elaborate an expensive system of filing when a simple one can do the job. As
• a measure of economy, records no longer needed should be destroyed, th s will ease space problem also. Space is quite costly in big cities. The filing : department should use such equipment which occupies less space.
Is. Elasticity. The system should be capable of expanding and contracting y ith the needs of the organisahon. An inelastic filmg system ultimately pro es coyly when the needs of business increase it has to be substitutes by a new
6, Ease of location. Records should be so located that they can x -caned Ni ithout delav it is t error to place current records at someneafbyplac_ Ird old records at some obscure place. In m ally big of rices, a separate room or hall under Ule charge of a supervisor is allocated for storing old records in a systematic namer To know about the whereabouts of f les taken out -our guides" should be placed in the racksshelves from where the files have been taken out. This facilitates tracing the files.
7. Safety. It is necessary that records should be kept in such a manner tint they reuullll safe from dust, insects, whether, theft, fraud and wish mdiing. Certain documents like bile deeds of the property etc. have to be presen cd throughout the life or the organisation, they should be stored in fine proof almirahs or safes or be kept in the custody of banks.
8. Facility of cross reference. A good system of filing should permit cross referencing. Sometimes, one letter may concern different files, arrangements should be made to place a copy of such a letter m every relevant
9. Proper classification..A smtable method of classifying the files should be adopted so that files relevant to a subject or a period can corrvenielltty be sorted out. Proper classification helps in putting the docwnent in proper files, it also facilitates in locating them in case of need. Systematic
u classification of records reduce the chances of misfiling. NmnbeI of miscellaneous fi lee should be kept to minimum. : :
10. Indexing. If there are a large number of files the filing system should be supplemented be- a well designed index system. The index win help in quick location of files. How elaborate the index system should be will depend on the number of files and the system of their classification.
11. Time limit. The records or the files should be kept only upto the time they are restful There should be specific policy about destruction of unwanted or 'dead' files.
12. Avoidance of misfiling. The system should be such twit the chance of papers being put in wrong files are minimum It IS very difficult to trace a paper put in a v rong file. To avoid Misfiling there should be fool-proof rules regarding filing of papers.
FILING ROUTINE
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