A government office is only as good as its records. Good filing means any letter, decision or document can be found quickly when needed, even years later. This note explains filing, classification methods, types of filing systems, indexing, the life cycle of records and how records are kept safe, as asked in the Kharidar and Nayab Subba exams.
1. Meaning and importance of filing
- Filing is the process of arranging and storing documents in a systematic way so they can be found quickly when needed.
- A file is a cover or folder holding all papers on one subject, arranged in order.
- Importance: quick reference, evidence for decisions, continuity of work, legal protection, accountability and transparency.
- A good filing system is simple, economical, safe, flexible and allows quick retrieval.
2. Methods of classification
| Method | How files are arranged | Suitable for |
|---|---|---|
| Alphabetical | In order of names (A to Z / क to ज्ञ) | Files of persons or firms |
| Numerical | Each file gets a number, with an index | Large number of files; confidential files |
| Subject-wise | By topic (budget, staff, procurement) | Government offices |
| Geographical | By place (province, district) | Offices dealing with many areas |
| Chronological | By date | Daily papers, accounts |
| Alpha-numeric | Letters and numbers combined | Large mixed records |
3. Types of filing systems
| System | Features |
|---|---|
| Horizontal filing | Papers kept flat: pigeonholes, box files, flat files; simple but slower to find |
| Vertical filing | Folders stand upright in drawers of a filing cabinet; saves space and quick to find |
| Electronic filing | Documents scanned or created digitally and stored on computers or servers; easy search and sharing; needs backup and passwords |
An index (list of files with their numbers and locations) makes searching easy. Each file cover usually shows the file number, subject, opening date and section.
4. Life cycle of records
- 1. Creation or receipt: a letter is received (darta) or prepared.
- 2. Use: the record is used for action and decisions (active record).
- 3. Maintenance: filed, indexed and protected.
- 4. Retention: kept for the period fixed by rules (semi-active and inactive records).
- 5. Disposal or archiving: records of no further use are destroyed only with official approval; records of lasting value are sent to archives.
5. Safety of records
- Protect files from fire, water, insects, dust and theft.
- Keep confidential files locked and give access only to authorised staff.
- Do not remove papers from files or write on original documents.
- Keep backup copies of electronic records.
- Old files should be weeded out regularly according to rules, so active files are easy to find.
6. Choosing the right filing method
| Method | Best for | Example |
|---|---|---|
| Alphabetical | Names of people or firms | Staff personal files by surname |
| Numerical | Large numbers of files with codes | Citizenship applications by number |
| Chronological | Papers where date matters most | Daily circulars, bank statements |
| Subject-wise | Office topics | Budget, Leave, Procurement files |
| Geographical | Matters arranged by place | Files by province or district |
7. Retention and disposal of records
- Records are classified as active, semi-active and inactive according to use.
- Each office keeps a retention schedule showing how long each type of record must be kept.
- Important records go to the National Archives under the Archives Preservation Act, 2046.
- Records past their retention period are destroyed only after approval and with a written record.
- Electronic records need backups and secure passwords.
8. How this topic is asked in the exam
Objective questions ask the methods of filing, the meaning of indexing and the stages of the record life cycle. Subjective questions ask “Explain the importance of records management in a government office.” Mention evidence, continuity, accountability, quick service and the Right to Information, and suggest e-filing as a modern solution.
📌 Key points to remember
- Filing arranges and stores documents for quick retrieval.
- Good filing is simple, economical, safe, flexible and quick to search.
- Classification: alphabetical, numerical, subject-wise, geographical, chronological, alpha-numeric.
- Horizontal filing keeps papers flat; vertical filing keeps folders upright in cabinets.
- Electronic filing needs backup and passwords.
- An index lists files with numbers and locations.
- Record life cycle: creation, use, maintenance, retention, disposal or archive.
- Records are destroyed only with official approval; valuable ones go to archives.
Test yourself: Filing and Records Management
50 questions on Meaning and importance of filing, Types of filing systems and Safety of records. Each attempt picks 25 at random.