Office Practice N4 | Types of filing systems

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Question

Explain the filing systems that management assistants can use.

Horizontal Filing

In a horizontal filing system, files are stacked on top of each other in a drawer or container. This method is suitable for flat storage, especially when dealing with documents that are not frequently accessed. However, it can become inconvenient when a file at the bottom needs to be retrieved, as it requires unstacking multiple files.

Vertical Filing

Vertical filing involves placing documents in files or covers, and storing them in an upright position inside a cabinet or drawer. This system allows for easy retrieval and referencing of documents since files are aligned vertically and labelled tabs are visible. It is efficient for daily use in offices with a moderate volume of paperwork.

Lateral Filing

In a lateral filing system, all files are stored side-by-side and are visible simultaneously. Filing is done from the front of the cabinet, which often opens from the side. This system maximizes space and improves accessibility, making it ideal for high-traffic office areas where quick access to documents is essential.

Strategic Filing

Strategic filing refers to a system that is centrally located and accessible to several users. This centralized approach promotes teamwork, consistency, and time-saving as all relevant documents are stored in a single shared location. It’s particularly useful in departments or organizations where collaboration is frequent.

Tubular Filing

Tubular filing involves rolling documents and placing them in tubes made of cardboard, metal, or plastic. This method is most commonly used for large, oversized documents such as architectural plans, maps, or engineering drawings that cannot be folded or stored flat. It ensures protection and preservation of such specialized documents.

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