Office Management and Filing Procedures
G. Mallikarjuna Rao

OFFICE FUNCTIONS

The functions of a modern office may be classified into two categories and they are:

(i) Basic functions

            (a) Receiving Information

            (b) Recording Information

            (c) Arranging Information

            (d) Giving Information

(ii) Administrative functions.

            (a) Management function

            (b) Public Relations functions

            (c) Retention of records

            (d) Safeguarding assets

            (e) Form designing and control

            (f) Stationery and Supplies control

BASIC FUNCTIONS:

Receiving information: Information relating to the activities of an organisation may be received from variety of sources, which may be internal sources or external sources.  From internal sources, information may be received from various departments, sections or divisions. From external sources, it may be received from suppliers, contractors, government departments, public and private companies and other organisations.

For example it could be in the form of letters by mail/couriers, telephone calls, fax messages, e-mail messages, and reports on the various activities from different organisations.

Recording information: The object of keeping records is to make information readily available to the persons required. For this purpose, the information received is converted into some form of written record. Filing is one of the record keeping forms. The records so maintained by the office help in future planning, etc.

Arranging information: Any professional institution or organisation has to maintain its correspondence, other reports in such a way, so as to make them readily available whenever it required. This is a function of the highest importance and which must be carried out by a properly trained staff.

Giving information: The office is in a position to furnish information from its records as and when required by the management, any other organisation. The information required by the management may be of a routine nature or of a special nature, and may be supplied verbally or in writing.

Examples of giving information are orders, estimates, statements of accounts, statistical, financial statements, programme brochures, etc. All this work involves typing, duplication (xerox), telephoning, mailing, faxing, etc.

ADMINISTRATIVE FUNCTIONS:

Management functions are planning, organising, staffing, directing, communicating, controlling, coordinating and motivating.

The office work is properly planned, organised and executed accordingly. The management has properly laid down the office activities and the affairs of the different individuals and departments in the organisation and maintaining good coordination among the each department.

Public relations functions: Good public relations have been maintained through good reception service, etc., which have built the reputation and goodwill of the organisation.

Retention of records: Office records include correspondence, letters, invoices, orders, financial and cost records, reports, statistical records, minutes of the meetings, etc., which have to be retained for future reference. Apart from maintaining records, functions like filing, indexing and the preservation and destruction of outdated records has to maintain very well.

Safeguarding assets: It is an important function of any organisation to safeguard the assets of the organisation, which may be fixed assets like building, plant, machinery, office equipment, lighting and air-­conditioning equipment; or which may be movable assets like furniture, computers, calculating or accounting machines, etc. These are looked after by an Administrative Officer and for protecting fixed assets the management has taken suitable insurance policies and other means.

Form designing and control: All organisations have to design standard formats for internal communications, claiming reimbursement, vehicle requisition (for official use), administrative arrangements, etc.

Stationery and supplies control: It is the duty of the office to carefully procure and maintain an adequate supply of stationery items. Since stationery is a very costly item these days, it should be bought at competitive prices in economic order quantities; reasonable levels of stock must be maintained and made available at all times. For this purpose some body has to be authorized to separately maintain the stationery items and in big organisations and in Government a separate department/division for stationery procurement/distribution will be maintained and they will issue stationery only against authorised requisitions only.

For efficient functioning of the above activities Record Management is very much essential.

A large variety of records are found in modern offices - letters, reports, invoices, contracts, vouchers, circulars, minutes, notices, tax records, statistical records, brochures, etc. These records constitute a written evidence of business activities and the memory of the entire organisation. Since human memory is limited and cannot recapitulate the numerous transactions taking place every day, records of business transactions must be maintained. All relevant papers and documents relating to the business must be kept in some order, so that, whenever they are needed, they can be produced for use. This can be managed by Filing, which is a form of record keeping.

Classification of Files:  The major object of classification is to trace any one document from among others stored in the office without loss of time and minimum cost.

There are six different methods of classification. They are:

1. Alphabetical Classification: An alphabetical classification is usually in accordance with the first letter of the name and is strictly in alphabetical manner in much the same way in which words are printed in alphabetical order in a dictionary.  For example: The alphabetical method of filing can be used in correspondence filing, contracts, orders, staff records, stock records, etc.

2. Numerical Classification: Under this method, each folder or record is given a number and the files are placed in a strict numerical order.

3. Alphabetical-Numerical Classification: The alphabetical-numerical (also known as the alpha-numerical) classification is a combination of the first two systems of classification.

4. Geographical Classification: As the name indicates, this classification is based on the geographical origin of the papers or documents.

5. Subject Classification: Under this method of classification, all letters and documents relating to a subject are brought together in one file, even though they may have come from different sources and from different people.

6. Chronological Classification: Under this classification, records are filed and arranged in strict date order. It is often employed in filing invoices and other vouchers associated with accounts, particularly when these constitute a journal.

The conventional filing methods and equipment are obsolete and useless from the standpoint of a large-scale organisation. This equipment was useful when the number of records was very small. Now a days it does not serve the purpose of filing mentioned above - protection of records from fire, theft, damage, dust, etc. They are, therefore, not in use in big organisations. Many improved and new filing equipments have been developed to meet the filing requirements of a modern business, and these may be classified as (a) Horizontal and (b) Vertical.

(A) Horizontal Filing: Horizontal filing indicates the horizontal position of files. Under this method, papers, folders, or other containers are placed in horizontal or flat position, "one on the top of another on shelves or in shallow drawers". The papers are filed in a chronological order (date-wise). These files come in a variety of folders. Some of these are:

a.       Flat Files: These are covers of cardboard or thick papers fitted with metal hinges with which to fasten the papers together. A separate cover (file) is allotted to each customer or subject, and all the correspondence and documents relating to the customer or subject is placed in that cover in a chronological order (in the order in which they are received or despatched). If a letter or paper relates to more than one file, copies are made of it and placed in different covers (files). The paper to be filed is punched with a punching machine and is inserted in the file through the metal hinges. The files are placed horizontally one upon another. An index of files is generally prepared for quick reference. This index is displayed outside the almirah or drawer in which the files are kept. 

b.       Arch Lever File: These are cardboard folders containing strong metal arches, which can be operated by leaves. If a paper is to be filed, it is punched with two holes with the help of a punching machine; the lever is then moved upward which opens the springs or metal arches. After the paper has been inserted through the holes, the lever is pressed down. The papers in the file lay flat, one upon the other. This system facilitates alphabetical division, which is effected by the insertion of thick cards at suitable places.

Advantages of Horizontal Filing: The horizontal method of filing offers the following advantages:

Ø       It is simple to understand and operate.

Ø       It is a comparatively cheap method.

Ø       The papers are kept in a chronological order (the order in which they are filed).

Ø       When an index is made, quick reference can be made to papers without removing them.

Ø       The letters cannot get out of order, as they are fixed on the arch, each in its place. Even if the file drawer is inverted or accidentally dropped, there is no danger of the letter or document getting mixed up, as the arches keep them in position.

Disadvantages: The disadvantages of horizontal filing are:

Ø       To take out any paper, other papers have to be dislocated, for papers are kept in the order in which they are received. But this is a drawback of a flat file and not that of an arch lever file.

Ø       When a large number of papers are stored in one file, their location becomes somewhat difficult.

Ø       It is unsuitable for large-scale organisations.

Ø       The system does not allow for expansion.

Ø       The system is generally wasteful of space as compared to vertical system.

(B) Vertical Filing: Vertical filing indicates the vertical position of the files. Under this method, paper folders or files are kept in upright or standing position. This system is an improvement on the horizontal filing system in which a great deal of time is consumed in locating a paper or document. In large business, where the volume of filing paper and document tends to expand and when reference to documents if fairly frequent, the time saved in the location of papers, etc., is very valuable. Vertical filing helps to save time in this sense. The folders, etc., are stacked on edge one behind the other usually in drawers or cabinets, so that any folder may be withdrawn or replaced without disturbing the other folder. The equipment used in vertical filing includes folders and cabinets.

Folders: Folders are the basis of vertical filing. They are made of Manila paper or some other strong paper and are used to hold papers and documents. The back of the folder is slightly higher than the front. The extended back is used to write the contents and other necessary details about the subject. When the folders are placed in the cabinet, the extended edges are visible in a sequence so that contents can be easily read.

Cabinets: For general office use, vertical filing cabinets (made of wood or steel) are fitted with four drawers. The drawers in these cabinets run on ball bearings, and are deep enough to hold the folders in a standing position. A drawer generally contains as many as 200 folders. It may be alphabetically divided into parts, and guide cards are inserted at appropriate places to make location of a file easier when a particular folder is removed, a memorandum card is put in its place, indicating its whereabouts. New files may also be inserted at appropriate places.

Advantages: The Vertical method filing offers the following advantages:

Ø       It facilitates ready reference. Files are easily accessible and can be referred to, inserted or withdrawn without waste of time and effort.

Ø       The method is economical because of three reasons.

·         the folders are cheap;

·         approximately 1000 folders can be accommodated in a single cabinet with four drawers;

·         there is economy of space as well.

Ø       It provides ample scope for the expansion of the filing facility. The same drawer can accommodate additional folders up to a limit.

 Ø       Better safety and security are ensured. Filing cabinets are fitted with a locking device. Fireproof cabinets
       are also available.

 Ø       The filing system is most adaptable, for folders can be arranged in any kind of classification - 
        alphabetically, numerically, subject-wise, and so on.

Ø       The system has universal application, for all types of papers and documents can be filed. Orders, invoices, quotations, tenders, circulars, etc., can be filed with great ease and preserved without difficulty.

CONCLUSIONS

In view of importance of effective role IT can play the office management procedures are being designed to meet with these technological changes and adopt them into the process for improved efficiency.

Note: The article is based on the report of internship work done by me at ASCI.

G. Mallikarjuna Rao

Secretary

South Asia International Institute

(Member, Sylvan International Universities )

Mahavir Chambers, Liberty Cross Roads,

Hyderabad - 500 029.

Tel: +91-40-55826155/ 55826156/ 23260183 (extn.132)

Fax: +91-40-23260013

E-mail: mallikarjuna.rao@saii.ac.in