Vertical filing in office | Advantages and Disadvantages

What is Vertical filing?

Vertical filing indicates the vertical position of the files. The files are kept in a standing position under this method. Vertical filing method is developed to overcome the difficulties of horizontal filing. In large scale organization, more papers are filed and there is a need of referring many papers. Hence, there is a possibility of time consuming in locating the papers. Time is valuable. The desired file should be referred without much difficulty but in lesser time. Usually, drawers or cabinets are used so that any folder may be withdrawn or replaced without disturbing the other folder.

Parts of vertical filing

The equipment of vertical filing consists of two parts.

1. Folders: Folder is the basis for vertical filing. Manila sheet or some other material is used with flexible substance. The folder is slightly higher than the front sheet. A brief description of the papers, letters or documents is written on the extended edge of the folder. A separate folder is maintained for each correspondent, customer or subject matter. The papers relating to a correspondent or a subject are kept standing in chronological order or in other suitable order in the folder reserved for it. There is no using of clip or holder for fastening any document, papers or letters. Hence, there is no difficulty to refer the desired document or papers without disturbing others. In rare cases, clip may be used to keep the papers fastened together.

2. Cabinets: Folders are kept vertically in a steel or wooden cabinet. There are several drawers in a cabinet. The drawers are deep enough to hold the folders in a vertical position. Each drawer is fitted with a slider. The slider pushes the drawer backward can be opened and closed. Guide cards can be inserted at appropriate places in order to divide the drawer into convenient sections.

Advantages of Vertical Filing

The vertical method of filing offers the following advantages.

1. The files can be easily referred without much difficulty.

2. There is no disturbing of other papers or letters than desired.

3. Insertion or withdrawal of any papers or letters is done without much wastage of time and effort.

4. The cost of folders is very cheap. Hence, the cost of maintenance is very less.

5. Nearly 1,000 folders can be accommodated in a single cabinet with four drawers.

6. Minimum space is required for keeping vertical filing.

7. There is much scope for the expansion of filing facility.

8. The drawers are locked after referring the desired files. Hence, the safety and security of file are ensured.

9. Fire proof cabinets are used to protect the files.

10. Vertical filing has much flexibility. The folders can be arranged in any kind of classification – alphabetically, numerically, subject wise and so on.

11. This system can be applied to file all types of papers and documents, orders, invoices, quotations, tenders, circulars etc. are to be filed without much difficulty.

Disadvantages of Vertical Filing

Vertical filing suffers from the following limitations.

1. The location of desired files requires much time.

2. The files may be wear and tear resulting from the slip down of folders.

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