What is a file cabinet: definition and types

Each organization maintains control and records of documentation. It must be placed in a certain department. A card file is needed in the bank, library and many other institutions. It is used to find out any data or at the request of customers. What is a file cabinet? This is the department of the institution, in which the important information is located.

Documents of the file cabinet are in a special room. They are in hospitals, libraries, banks, and other institutions. The systematic placement of documents allows you to keep them in perfect order and under control.

The concept of

A card index is the registration of documents, arranged alphabetically. There may also be a distribution of terms, topics. Thanks to the fact that everything is in one department of the enterprise, it is not difficult to find any information.

What is a file cabinet in the library? These are directories that allow you to quickly find books of interest, because all readers come for obtaining specific information. Without them, it would be difficult to navigate in any library.

Functions

The catalog system, including the library card, performs the following functions:

• Acquisition, accounting, preservation of documentation, provision of information, methodological and research work;
• Registration and registration;
• Information retrieval;
• Educational.

Depending on the type of institution, the card file also performs other functions. She is in the office work at every institution.

Banking industry

What is a card file in a bank? This term involves accounting for payment documents that the bank has not performed. Their institution is under control. The card file can be of different types, depending on the reasons for the unpaid obligations.

These may be orders not executed due to lack of funds. Then the employee performs the registration of the document in electronic and paper form. Such payment will be on off-balance account. The account holder is informed that the document is queued. After the receipt of the funds are credited to the desired account. In the card file are stored documents for which you need consent to perform a payment transaction, as well as those that are waiting for their turn.

The presence of a card index indicates that the company has an unstable financial position. If the account holder does not have it, the bank offers a credit line or an additional one. financing.

The order is the order of execution of payment orders. It is approved by law. Documents are not posted before the queue. If the account has the necessary amount, then everything goes by the date. In the absence of the necessary funds, the following queue is established:

• Execution of instructions for compensation for damage;
• Payment of salaries, sick leave, leave;
• Tax payments;
• Sending money to funds;
• Other requirements.

Game sphere

What is a card file in the gaming industry? These are educational materials with interesting and developing lessons for children. Card games include the necessary information on the implementation of activities, as well as a list of necessary equipment. It indicates the age of children and the need to help an adult.

Card games are in kindergartens and other educational institutions. Thanks to its presence it will be possible to quickly find the necessary information on carrying out of cheerful action for children. All games are arranged in alphabetical order.

Library

The card index of literature occupies an important place in the educational institution. Information about it is given to readers by:

• Visual information;
• Events, talks, excursions;
• Days of bibliography;
• Publication of benefits;
• Use of forms and methods of library activity.

Manages the system of catalogs and cards in the library with the help of planning, coordination, control. The work of the staff in this area is to draw up plans, develop documentation, monitor the activities carried out. Each library card is subject to maintenance and editing, for which employees are responsible for the job description.

Types of directories

The card index includes a number of catalogs that can differ in purpose, scope of the fund, the method of grouping, the technology of creation and use.

If you consider the purpose, then the catalogs are reader and service. They contain, for example, interesting information for readers. In terms of fund coverage, catalogs can include useful information about institutions, as well as specific sections of the library.

By the method of grouping cards are:

• Alphabetic;
• Systematic.

The first is presented in the form of a catalog, where the data are spelled alphabetically. To quickly find the right book, you need to find the author's surname or the name of the work. To use such a catalog is very convenient.

A systematic catalog is the one in which information is found by the branches of knowledge. For this, the principles of the library-bibliographic classification are used, in which the rules for grouping information are prescribed. Given the type of creation and use, card files are traditional and electronic.

Rules for storing documents

The archive is maintained by a special employee working on the basis of job description. The employee provides reception, accounting and storage of documentation. He performs information and reference activities, as well as organizational and methodological.

At each enterprise, the archive is located in a separate room. Only as an exception are used racks, cabinets, safes, performing the function of safety of documentation. The term of their storage is 3 years, but it can be reduced.

After the expiry of this period, it is determined whether the document will be used, or it is permanently archived. There is also an option for destruction. What exactly needs to be done is decided on the basis of an expert commission.

Features filing cabinet in hospitals

Card index cards include the necessary information about patients. There you can find information about the state of health, medical history, prescription drugs. The document allows you to transfer data from one doctor to another.

Cards are stored on special shelves, where everything is arranged in alphabetical order. Furniture for documentation can be ordered under certain sizes. The racks have a depth of 18-25 cm and a width of 1000 mm. Many companies are engaged in manufacturing custom-built furniture based on customer preferences.

For the archive department there is mobile rail furniture. It will help compactly place the necessary materials in small areas. In the reception hall there can be stationary racks or combined furniture. Correctly placed documentation will quickly find the right card.