CHAPTER3 Filing Methods & System

What is filing?
Arranging of documents in common groups according
to some method of classification.

Why do we use files?

• One of the main sources of information.
• For future reference.
• To find documents quickly and easily.
• To keep the documents clean and tidy.
• To save them from insects and dampness.
 CHAPTER3 Filing Methods & System
Releasing a document for filing:
Special marks or “release symbols” are used to indicate
that document is ready for filing.

Person’s (Manager’s/Supervisor’s) initials RAS

The letter F (for filing) in margin F

Rubber stamp reading the word File File

A line drawn across on face of document

 CHAPTER3 Filing Methods & System
Following Movements of he files:
Keeping records of persons who have borrowed files.
When a file is taken out of the filing cabinet.
ABSENT CARD
Date Taken File No. & Name Taken By Date Returned

21 Sept Advertising Sales 23 sept

25 Oct ABC company Sales
 CHAPTER3 Filing Methods & System
Dead files:
Files are not required any more.
Departmental filing & Central filing:

Departmental Filing Central Filing

Each department will keep All files of all departments
its own files are kept and controlled
together in one filing
 CHAPTER3 Filing Methods & System
Comparison:
Central Filing Departmental Filing
All files are kept and controlled together The departmental files are kept in the
in one room department and are therefore more
readily available
More effective supervision The type of filing system is most suitable
for correspondence.
Effective and efficient follow up and More suitable for confidential files
absent files system can be organized.
Accommodation and equipment are The filing system isn’t so large &
economically used therefore is easier to handle
A standardized system of filing can be
established throughout the organization
 CHAPTER3 Filing Methods & System
Methods of classification:
A. 1. Alphabetical Method: (Arabian Countries)
Dutco Cleaning Co Hani Isa Wahdan
Bilal Ali Abdul Rahman Hani Isa Saleh
Ahmed Ali Hasan Hani Ali Fawzi

Use first Name Same name

 CHAPTER3 Filing Methods & System
Methods of classification:
A.1. Alphabetical Method: (Arabian Countries)
Naseem Ali noor Monaf Abdulla Mr.
Naseem Abbas Mohammed Salem Major.
Naseem Lotfi khalil Dr.

Short Name if same tiltles

 CHAPTER3 Filing Methods & System
Methods of classification:
A.2. Alphabetical Method: (Foreign Countries)

Jowhari Mohammed Ali Ansari Abdulla hadi

Hawaj Abdul Rahman Ansari Abdulla Bader
Quorashi Nader waheed Ansari Abdulla Ahsan

Sir Name Same names

 CHAPTER3 Filing Methods & System
Methods of classification:
A.2. Alphabetical Method: (Foreign Countries)
Zayani Abdul Rehman 20th Century Stores
Kanoo Yousif Trading 1 Future (one)
Kanoo Khalil Ebrahim Co
80 Botique (eighty)

Company includes personal name Firm includes numbers

 CHAPTER3 Filing Methods & System
Methods of classification:
A.2. Alphabetical Method: (Foreign Countries)
Zayani – Rolls Royce Ltd Power and Water Ministry of
Tarmac Abdulla Nass Health Ministry of
Khalifa and Abdulla Company Education Ministry of

Partners Ministries
 CHAPTER3 Filing Methods & System
Methods of classification:
B.Numerical Method:

103 Lulu
102 Awafi
101 Dasman
 CHAPTER3 Filing Methods & System
Methods of classification:
B.Numerical Method:
Card Index
Alba Bahrain 104
Education Ministry of 101
Tarmac Nass Limited 103
Zayani Ahmed Trading Co 107

Card Index
 CHAPTER3 Filing Methods & System
Methods of classification:
C.Subject Method:
Training (file)
Recruitment (file)
Application (file)
Employee affairs (secondary)
Administration (Primary Guide)
 CHAPTER3 Filing Methods & System
Methods of classification:
D.Geographical Method: Irbid
Amman

Jordan
Muharraq
Manama

Bahrain
 CHAPTER3 Filing Methods & System
Filing system:

1. Lateral filing
2. Vertical filing
3. Plan filing
4. Microfilm filing
 CHAPTER3 Filing Methods & System
Filing system:
1. Lateral filing:
Files are stored or kept side by side

2. Vertical filing:
Files are arranged one behind the other.
 CHAPTER3 Filing Methods & System
Filing system:
3. Plan filing:
This filing system is used for (drawings, maps, plans
and other documents which cannot be folded and
which are best stored flat.
4. Microfilm filing:
Reduces large documents to the size of postage
stamp.
Advantages of microfilm:
• It saves space
• References to documents is fast and quicker
 CHAPTER3 Filing Methods & System
Comparison Microfilm Normal filing
Filing

Space

Time to find
documents
How can you read a
document
Equipment needed
 CHAPTER3 Filing Methods & System
Filing Stationery:
These files are suitable for documents that need to Box
be stored for short time. Purchase order, cheques,
stores requisitions are some examples
Files
These files hold documents without punching a Clip
hole in them. Clip files are good for documents
like cheques, photographs, and contracts
Files
Hanging files are used to keep folders in vertical Hanging
and horizontal filing system. Stays on rails
Files
These files have a binder that can be opened to Computer
add or remove computer printouts that are done on
continuous stationery
Report file
 CHAPTER3 Filing Methods & System
Indexing:
It is a small box or Cabinet drawer, the card
stand upright in the box and they are usually Card
arranged alphabetically.
Index
It is a notebook divided according to the
alphabets like a telephone directory. Page
Index
Same as card. Cards can be removed and kept
back after writing the necessary information on Rotary
the cards. Cards have small tags for alphabets.
Index
 CHAPTER3 Filing Methods & System

Filing problems and solutions:

Too many filing

places

Centralize filing of
records of common
interest in one location
 CHAPTER3 Filing Methods & System

Filing problems and solutions:

the system does not fit

the way materials is
called for

Study the possibilities of

using alphabetic, subject,
geographic, numeric filing
for certain specialized
material
 CHAPTER3 Filing Methods & System

Filing problems and solutions:

Missing files are hard

to find

Keep track of removed

files without guides, or
implement a checkout
system