Filing equipment

1. Vertical filing is the most common method used. Documents are filed behind each other, on edge; also they may be in pockets individually sus­pended. A file drawer when extended uses valuable space; to overcome this there are variations on this theme:

• Open-shelf filing, in which the folders are on shelves, visibility is unlimited, filing is quicker and more compact.

• Roll-out filing, in which drawers roll out sideways exposing all records in half the aisle required by vertical drawer files.

2. Horizontal filing is used for storing papers such as maps or drawings in a flat position, on top of each other.

3. Lateral filing consists of suspended files with the end of each file in view, which bears the index strip.

4. Visible card filing equipment is available in the form of trays that lie flat horizontally in a cabinet, on revolving racks, or in loose-leaf binders. Signalling devices may be effectively used on the edges of the cards which are visible at all times. Cards can be located and entries made quickly.

5. Rotary card filing equipment is a variation of the visible card equipment. The cards are attached to a belt or series of rings which surround the centre of a rotating wheel. Desks may be especially constructed to keep wheels in a vertical or horizontal position. Other systems are available and are based upon the principle that it is more efficient to have the work brought to the worker than to have the worker go to work.

Records retention

There should be a definite policy regarding retention of filed material, destruction or microfilming. Some material must be kept for the legal period of six years for simple contracts, twelve for contracts under seal, etc. Whatever method is adopted, it should be made clear to all and efficiently carried out.

Microphotography

Photographs may be taken of records and they can be reduced in size and stored in a very small area. Microfilming records may save filing cabinet space of up to 90 per cent. They are usually stored in one of two main forms; in very small 100-foot reels containing 600 frames, or in aperture cards. Aperture cards are thin, flexible manilla cards similar to punched cards. The film is processed and fixed on the card, which has reference data punched on it, which can then be sorted and processed by automatic machines. About 75,000 of these can be stored in a normal four-drawer filing cabinet. With a reader-printer enlarged copies of any document can be quickly reproduced from the reel of film, or shown on a screen. Retrieval speeds and methods are being constantly improved. It has been estimated that sufficient economies can be achieved in one year to repay the cost of an installation. Some firms buy only the repro­duction equipment, and have the photographing and processing done by a service company.

Whatever system of filming is adopted, the records must be protected. Methods include fire-resisting safes and vaults, dispersal of essential records and duplication of vital documents.