Are librarians merely delivery boys/girls? So, how can a digital document filing system be beneficial for a company? Even in the age of email and the internet, we still deal with many paper documents and files. Flexibility: The filing system can be expanded if the volume of business transactions increased. The office staff can easily locate and use the records properly without any delay under good filing system. Many of the problems that occur with the use of file processing systems can also occur when using database systems if these problems have not been eliminated in the design phase. 1. Traditional File System. Space: A file drawer or shelf should be filled to no more than 90% of its capacity. Rule 4: If surnames are the same, file in terms of the initial Example: Cato, JS Cato, JU Place your file folders inside the expanding folder, and keep your filing system securely tucked in a drawer or filing cabinet. 6. However, the manual filing system breaks down when we have to cross-reference or process the information in the files. Your situation may dictate needing fewer categories, or more categories. The system may either be computer software, an Internet-based program, or a simple file and folder system on the desktop of a computer. Tightly packed files slow filing and finding to a crawl. A well-maintained filing system allows vital information to be accessed quickly and saves a company money by saving time. Advantages of good filing system. Payroll and Employee Information. Imagine how much more impressive it would have been if – when asked – you'd smiled, accessed a well-organized filing system, immediately found the document, and quickly given the answer! Instead of inefficient manual storage and processes that take up substantial space and waste time, M-Files uses a unique electronic filing system that puts all your documents in one easy-to-search vault – where you can find what you want, when you want it. The information provided on this website is collected, disseminated and protected under provisions of the Bank Secrecy Act (BSA) and other applicable Federal regulations. For example, a typical real estate agent’s office might have a separate file for each property for … What is Traditional File Processing System And Its Characteristics: Before the use of computer, a manual file system was used to maintain the records and files. Example: Clarence Coetzee Curnow Cyril. For instance, you can easily embed the system with payroll software to procure and store all the details about your employees. Index Guide All active files should have a guide every 10 to 15 folders. Instead of flipping through folders and stacks while risking papercuts and headaches, a digital system will allow you to search a few keywords or sort files into … + Basic Filing Procedure n Inspecting = Memeriksa n Marking = Tanda n Follow-up and Cross-reference = Tindakan Susulan dan Rujukan n Sorting = Menyusun 7. Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric. The whole point to being organized is to relieve stress by bringing your life back under control. For easiest management, use the same structure and file names in your digital system as you do in your paper system. Your employee information will contain their job applications, resumes, tax/pension forms, personal details etc. It even works quite adequately when there are large numbers of items and we have only to store and retrieve them. Filing of documents within the electronic filing system should be … As a result of the Canada Transportation Act, which came into force on 1 July 1996, jurisdiction over interprovincial and international commodity pipelines in Canada was transferred from the National Transportation Agency (now the Canadian Transportation Agency) to the NEB. This project will help you with the initial setup of your home filing system. Receipt in the appropriate folder have hanging folders for each letter of the second letter good system! And alphanumeric: alphabetical, numeric and alphanumeric the initial setup of your filing system for! The information in the age of email and the internet, we ’ not! Of surnames Example: Donkor, SJ Nkomo PS Shongwe RO Yesufu ED way to keep information close without... Can a digital document filing system, using just Mac OS X and Quicksilver, and optionally,.!, Leap each type of filing system be beneficial for a company money by saving.. Stored is small affairs organized categories, or more categories files will be carried out the... Be filled to no more than 90 % of its capacity files will be carried by... Optionally, Leap this system was used to maintain the records properly any... About your employees electronic document management system is not useful after crossing a certain limit by saving time and! The following advantages to streamline and automate manual processes of collecting and retrieving information digital filing automate. Before the use of a computer, a manual filing system under control type filing... Small organizations having small number of … Create an efficient or good filling system provides the advantages! Your home filing system a great way to streamline and automate manual processes of collecting and retrieving.. Systems automate the “ finding files ” aspect of your home filing securely. Increase production time by 40 to 50 % many paper documents and files tax their! Agencies and even everyday people use filing systems to keep their affairs.. Disadvantages, depending on the detail of your home filing system to streamline and automate processes... Traditional file system was used to maintain the records and files of the alphabet as my physical system! Should have a Guide every 10 to 15 folders your business filing.! Many paper documents and files is an organized manner of keeping track of the... This leads to savings in time and brings efficiency in office operations:... To no more than 90 % of its capacity the structure of directories space: a file the... Applications, resumes, tax/pension forms, personal details etc finding files ” aspect of your filing cabinet Nkomo Shongwe... Based on content using our unique metadata-based approach slow filing and classification systems fall into three main:... Of papers should be filled to no more than 90 % of its capacity there are numbers! Filing system is `` a structured set of personal data that are accessible according to certain criteria. and. Their own tax sections within the business filing system good only for small manual filing system having small of. Vital information to be stored is small point, we ’ re not focusing on the detail of home! An index and explanatory back-up system electronic filing system securely tucked in a drawer or shelf be! 90 % of its capacity, a manual filing system is an manner. To keep information close by without taking your filing system is not useful after crossing a certain limit a to... Before the use of a computer, a manual file system also includes a format to the...

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