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Levels of Filing

The document outlines the importance of systematic filing for efficient document retrieval, categorizing filing methods based on the nature of documents and their location. It describes four types of filing: active, semi-active, dead (archives), and pending, as well as three filing locations: individual, centralized, and decentralized. A well-organized filing system is crucial for operational success and should be tailored to an organization's specific needs.

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Nshom Joel
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6 views

Levels of Filing

The document outlines the importance of systematic filing for efficient document retrieval, categorizing filing methods based on the nature of documents and their location. It describes four types of filing: active, semi-active, dead (archives), and pending, as well as three filing locations: individual, centralized, and decentralized. A well-organized filing system is crucial for operational success and should be tailored to an organization's specific needs.

Uploaded by

Nshom Joel
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Notes on Levels of Filing

Introduction

Filing refers to the systematic arrangement, classification, and storage of documents to


ensure easy retrieval when needed. Proper filing enhances organization, efficiency, and
productivity in offices. The classification of filing can be based on two main categories:
nature of the document and location of filing.

I. Filing According to the Nature of the Document

This category organizes files based on their relevance, frequency of use, and the stage of
their life cycle. It includes active filing, semi-active filing, dead filing or archives, and
pending files.

1. Active Filing

Active filing refers to records and documents that are frequently accessed or currently in
use in an organization. These records are stored in easily accessible locations, such as
desks or open cabinets, and include documents like contracts under negotiation or
invoices awaiting payment. Active filing enhances operational efficiency and saves time
during retrieval.

2. Semi-Active Filing

Semi-active filing pertains to records that are not regularly used but still hold operational
value for reference or legal purposes. These are typically stored in less accessible areas
like storage rooms or offsite facilities. Semi-active files include previous year’s financial
records or completed project reports. This system reduces congestion in active filing
spaces while maintaining accessibility for occasional use.

3. Dead Filing or Archives

Dead filing involves documents that are no longer needed for daily operations but are
preserved for historical, compliance, or legal reasons. These are stored in long-term
archival systems and may include items like tax records, terminated employee files, or
company founding documents. Archiving helps maintain organizational memory and
meets legal retention requirements.

4. Pending Files

Pending files refer to documents awaiting further action, decision, or processing. They
are kept in a temporary location until resolved and may include purchase orders awaiting
approval or job applications under review. This system improves task tracking,
encourages timely decision-making, and avoids oversight.

II. Filing According to the Location of Filing

This classification depends on the physical or organizational setup of the filing system in
relation to the office structure.

1. Individual Filing

Individual filing is a system managed by individual employees for their specific tasks or
responsibilities. Files are kept in desks or personal filing cabinets and typically include
personal work documents or client files. While this system increases productivity and
provides privacy, it can result in duplication and difficulties in retrieving files if the
individual is absent.

2. Centralized Filing

Centralized filing involves storing all documents in a central location managed by


specific personnel or departments. This ensures uniformity and efficiency, reduces
duplication, and facilitates easier auditing. However, delays in retrieval may occur if the
system is not well-organized, and it requires dedicated personnel for maintenance.

3. Decentralized Filing

Decentralized filing stores documents at various locations or departments based on their


relevance. It is ideal for large organizations with multiple branches or departments,
providing quicker access to files. However, it can create challenges in maintaining
uniform standards and may lead to duplication of records.

Conclusion

A well-organized filing system, whether classified by the nature of documents or location


of filing, is essential for operational success in any organization. Choosing the
appropriate method depends on organizational needs, space, and staff capacity.
Incorporating visual aids and examples, such as office cabinet setups, can enhance
understanding and application.

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