This power point presentation was designed to help young business personnel understand the filing system and ways of storing information manually

1. APPLYING
CONTRACT
LAWS AND
ETHICAL PRACTICES
Name : Ryon Whyte

2. TYPES OF STORAGE
• HORIZANTAL FILING
• VERTICAL FILING
• LATERAL FILING
• ELECTRONIC FILING
• MICROFILM FILING

3. HORIZANTAL FILING
In horizontal filing, documents are placed in a horizontal
position, one on the top of another in order of date and the
latest document is kept on the top. The best example of
horizontal filing is flat files and arch lever file.

4. ADVANTAGES
 This system of filing is simple and any one can
understand this easily.
The papers are kept in order in which they have been
filed and these letters are punched and put through a
metal hinge so that it cannot be misplaced.
This system facilitates speedy reference of letters because
here letters are placed according to dates of receipts.
This system requires less space because the files are kept
one over the other.
This method is economical to operate.

5. DISADVANTAGES
The main defect of horizontal filing is that
reference to previous records would be
inconvenient because in order to refer to any old
letter, other letters which are filed above it have to
be taken out.
Also, insertion and withdrawal of papers take
much time.
As files are placed one above the other, there may
be some difficulty in tracing the files whenever
required.

6. WHAT IS VERTICL FILING
• A collection of pamphlets, pictures, clippings,
or other materials stored upright, as in
a filing cabinet or cabinets. Top drawer
arrangement is cleverly designed to allow box
drawers to be placed left or right of vertical
file drawer.

7. ADVANTAGES
Space Saving
Easier Organization
Hang Files
Open Shelf Arrangement

8. DISADVANTAGES
• This could result in bad posture when
retrieving files.
• File would have to be retrieved before the
name can be read.
• Cabinets have to be less compact or
document may be hard to store and recover

9. LATERAL FILING
• A lateral filing cabinet has drawers that
extend from the long side (various lengths) of
the cabinet.

10. ADVANTAGES
• In a lateral filing cabinet, the files are side by
side through the length of the drawer.
• The long, wide top surface can be used for
additional storage.
• These cabinets are perfect for high-volume
businesses as the are capable of holding alot
of data.
• Two-drawer cabinets can extend your work
space dramatically

11. DISADVANTAGES
Lateral files can be awkward to use.
Lateral files are bulky and difficult to move,
especially if filled with paperwork.
They can also be quite expensive and take up
large amounts of floor space.
Regular file cabinets have the file folders
facing out; with lateral files, an individual has
to review the files from the side, which can
mean maintaining a rather awkward stance.

12. ELECTRONIC STORAGE
• This is storing data or information
electronically on a storage media such as a
floppy disk USB or hard drive. This data can
only be accessed electronically and modified
or deleted

13. ADVANTAGES
• There is a choice of obtaining only particular
files and documents.
• Information is Effortlessly Accessed
• Simple Backup can be used to protect files in
Instance of Disasters
• Electronically filed documents are accepted by
all legal standards
• Saves time because files can be emailed or
faxed directly

14. DISADVANTAGES
• Software glitches and Internet issues can cause
unexpected problems for people who file
electronically, especially if they wait until the last
minute.
• Filing records electronically may not be as secured as
sending them via mail or post.
• More individuals can have access to your information if
they have malicious intent.
• The media used to store data is may not be reliable.

15. MICROFILM STORAGE
• Microfilm is an analog storage medium for
any type of paper documents, typically
books, periodicals, legal documents and
engineering drawings. The film itself is a silver
halide based film which once exposed is
developed using a photographic process.

16. ADVANTAGES
• Microfilm is compact, with far smaller storage costs
than paper documents.
• They also tend to cost less than paper subscriptions,
due to lower reproduction costs.
• It can always be read, with no need for software or
hardware upgrades.
• Information will not become obsolete as the
information is instantly understandable to any literate
in that language
• microfilm breaks less often, and thinner films can be
used.

17. DISADVANTAGES
• The principal disadvantage of microfilm is that the image is
too small to read with the naked eye.
• Shelf space is required to maintain an efficient archive
• The microfilm itself can only be reproduced a limited number
of times
• Many types of microfilm, including vesicular film and Diazo
film will become damaged if exposed to high temperature and
high humidity.
• Open reel microfilm can make data retrieval time consuming
as you will need to search sequentially through the reel.
• The microfilm must be threaded by hand through the reader.