Question

information in the form of interviews, telephone calls, correspondence, faxes and email is generated everyday in the office of a large textile factory.

a) how should the information be filed for ease of access?

b) explain how the office makes use of any one filing classification methods

Answer 1

How should the information be filed for ease of access ?

ANSWER :

Recording implies keeping archives in a protected spot and having the option to discover them effectively and rapidly. Archives that are thought about won't effortlessly tear, get lost or grimy.

A filing system is the focal record-saving framework for an association. It encourages you to be sorted out, methodical, effective and straightforward. It additionally assists all with peopling who ought to have the option to get to data to do so without any problem.

It is consistently a joy when somebody searches for something and can discover it without troubles. In our associations we work in gatherings. We get and convey reports on various subjects. We have to save these reports for future reference. In the event that these records are not thought about, we can't represent all our hierarchical exercises. Each and every individual who needs to utilize records should realize where to get them.

Significant things to think about filing :

What do we filing ?

We record reports that are sent to us by others or associations. We likewise filing records of all our authoritative exercises. These can be letters, reminders, reports, money related records, strategy archives, and so on.

When do we filing ?

This relies upon how bustling your office is. In exceptionally bustling associations filing is done something like each day and generally before anything else. In a little or less bustling office you could record on more than one occasion per week.

Explain how the office makes use of any one filing classification methods ?

ANSWER :

Equipment utilized for filing :

• File organizer - It is utilized to keep level filing and suspension or hanging records
• Steel Cabinet - It is utilized to keep large records that should be bolted up
• Date Stamp - It is utilized to date stamp reports that are gotten on consistent schedule with the goal that they are recorded in sequential request thus we have a record of when we got the archive
• Register - It is utilized to record files taken out and files returned
• Filing racks - It is utilized to record box records
• Box record - This is a major record that is utilized to keep enormous archives that can't go into a file organizer. They are kept in racks.

What records are utilized and how are they utilized?

• Clasp organizers - they are utilized for reports that should be taken out frequently; they hold archives firmly so they don't drop out.
• Envelopes - paper or cardboard organizers are utilized to keep free archives together. The envelopes are put inside suspension or box records.
• Suspension record - the suspension files are utilized to keep archives in file organizers. The files are placed into the drawers upstanding. The suspension scrapes hangs down from the support. These files consistently stay in the cupboards however organizers inside them can be taken out.
• Box records - they are utilized to keep enormous reports including magazines and books.
• Lever curve records - archives are kept firm in these records and permit one to take a gander at reports without removing them from the file.

Methods for filing :

There are 5 strategies for recording:

1. Filing by Subject/Category
2. Filing in Alphabetical request
3. Filing by Numbers/Numerical request
4. Filing by Places/Geographical request
5. Filing by Dates/Chronological request

These methods of recording is called order and means arranging things that are indistinguishable, together. You can, be that as it may, join a portion of these strategies. For instance, records that are kept together as indicated by what they are about we state are subject recording at the same time, inside each file the archives could be recorded by date request.

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