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Filing - Need / objective and importance of filing

There is a number of documents, letters, bills, vouchers and other papers in the office. Such documents plays important role in future for important work and decision of the office. Hence, such documents should be well preserved in a systematic way so that they could be easily located in reserved in the future.

Filing and it's objectives


Filing is the process of arranging and preserving letters and documents in a systematic and scientific way. It is an important component of Record Keeping. It is essential to preserve all the information in such a manner that they remain safe and can be reserved at the time of need. It helps to make plans,  policies and take proper decisions in future.

Definitions of filing
" filing is the process of arranging and storing records so that they can be located when required" J.C Denyer

 

Filing can be defined as the systematic arrangement of keeping letters and records so that these may be presented quickly when needed for reference in future. Nener and Hense

 In conclusion, filing is a regular and systematic process of collecting and arranging and preserving the necessary record so that they can be found without difficulty and delay. It protects documents, bills, vouchers and other records from moisture, dust, insects, and other portable damages and makes these records easily accessible.

Need / objective and importance of filing

Filing plays an important role in the performance of official activities. The office depends upon an effective and systematic filing system that can be brought rapidly and promotes in-office procedure. The major importance of filing is given below.

1. Collecting the documents

Filing collects important documents to perform various activities. The collected documents are required for making plans and policies, making decisions, settling disputes and misunderstanding etc.

2. Preserving the documents

The important documents may be lost or damaged due to various reasons which may affect to excessive organization objectives. An effective filing system preserves necessary documents and give safeguards from possible losses and damages.

3. Providing proof for the future

Disputes and misunderstandings may arise in the course of office procedure. The pass documents can be referred to as proof for settlement of such disputes and misunderstandings in future.

4. Providing information

Filing collects and preserves necessary documents. It provides various information to the debtors, creditors, shareholders, government authorities and other concerned parties at the time of need with the help of collected and preserve documents.

5. Arranging the documents systematically

The documents are arranged in order to retrieve the necessary documents when needed. Systematic errors mint of documents in filing increases efficiency of staffs and image of office. It gives positive impact to the outsiders.

6. Repeat in work

Filing helps to supply important information to the concerned executive level at the time of need, which brings rapidity in work. The executive-level takes decisions quickly referring to the past information and activities which brings gravity to work. 

7. Fulfilling the legal provision

As per the provision of law, some of the records are to be preserved safe from a certain period of time. Accounting records, agreements, policies, etc. Are to be preserved as per the legal provision. So filing is essential to fulfilling the legal provision.

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