Vertical filing system

In this system the files are kept one behind the other in vertical position or standing position. The documents and letters are placed side by side in vertical position in the files or folders. So, the contents stand upright usually on their left hand edges and face foremost. Documents are first put into folders and these folders stand upright in alphabetical or numerical order and are accommodated in suitable drawers. The papers, i.e. documents and letters in a vertical file are not tied or fastened together in anyway. Papers to be filed are merely slipped into the proper folder and whenever any letter is required for reference, its folder is just lifted out. Letter/documents are arranged date-wise in the folders.

Advantages of vertical filing system

i)  This system makes papers readily and easily accessible and available. So there is no difficulty in quick and accurate location of required papers.

ii)  It is simple because insertion and removal of papers is easy. Files can easily be found out, taken out or put in without disturbing other files.

iii)  It is scientific and systematic system of filing.

iv)  It saves time and space.

v)  Papers/documents can be preserved safely and secrecy can be maintained. This system is flexible, so increase and decrease of number of files can be adjusted according to requirement.

Disadvantage of vertical filing system 

i)  Papers in the folders remain unfastened any paper may slip out and be lost while taking out other required paper.

ii)  The paper may drop and mix with other files while keeping and taking out.

iii)  It is expensive because it needs various equipment’s and index and guide cards.

iv)  This system is more space consuming,

v)  It is difficult to prepare indexing and consumes time. It is difficult to arrange the files.