Each organization maintains control and accounting of documentation. It should be placed in a specific department. A card file is needed at a 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 department for important information.
File cabinet documents are in a special room. They are in hospitals, libraries, banks, and other institutions. Systematic placement of documents allows you to keep them in perfect order and under control.
The concept
A card file is an alphabetical record of documents. There may also be a distribution of deadlines, topics. Due to the fact that everything is in one department of the enterprise, finding any information is not difficult.
What is a file cabinet in a library? These are catalogs that allow you to quickly find books of interest, because all readers come for specific information. Without them, it would be difficult to navigate in any library.
Functions
The directory system, including the library card, performs the following functions:
- acquisition, accounting, preservation of documentation, ensuring informational, 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 paperwork at each institution.
Banking industry
What is a card file in a bank? This term involves the accounting of payment documents that are not fulfilled by the bank. Their institution is in control. A card file can be of various types, depending on the reasons for unpaid obligations.
These may be orders that are not executed due to lack of funds. Then the employee performs the registration of the document in electronic and paper form. Such a payment will be on an off-balance account. The account holder is informed that the document has been queued. After receipt of the funds are credited to the desired account. The file contains documents for which consent is required for the payment transaction, as well as those that are waiting in line.
The presence of a file cabinet indicates that the company has an unstable financial situation. If the account holder does not have it, then the bank offers a credit line or ext. financing.
The priority 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 required amount, then everything goes by date. In the absence of the necessary funds, the following queue is established:
- fulfillment of instructions for compensation of damage;
- payment of salaries, sick leave, holidays;
- tax payments;
- sending money to funds;
- other requirements.
Game sphere
What is a file cabinet in the gaming industry? These are educational materials with interesting and educational activities for children. The game card catalog includes the necessary information on the implementation of events, as well as a list of the necessary equipment. It indicates the age of the children and the need for adult assistance.
There is a card file of games in kindergartens and other educational institutions. Thanks to its presence, it will be possible to quickly find the necessary information on holding a fun event for children. All games are arranged alphabetically.
Library
A card index of literature occupies an important place in an educational institution. Readers receive information about it thanks to:
- visual information;
- events, discussions, excursions;
- days of bibliography;
- publication of manuals;
- the use of forms and methods of library activities.
The system of catalogs and cards in the library is managed using regularity, coordination, control. The work of employees in this area is to draw up plans, develop documentation, and monitor the actions taken. Each library card is subject to maintenance and editing, for which employees are responsible according to the job description.
Directory Types
The card catalog includes many catalogs, which may differ in purpose, fund coverage, grouping method, creation and use technology.
If we consider the purpose, then directories are reader and service. They contain, for example, information interesting to readers. For collections, catalogs can include useful information about institutions as well as specific library units.
According to the method of grouping cards are:
The first is presented in the form of a catalog, where the data are written in alphabetical order. To quickly find the book you need, you need to find the name of the author or the name of the work. Using such a directory is very convenient.
A catalog is called systematic, in which information is located by branch of knowledge. For this, the principles of library-bibliographic classification are used, in which the rules for grouping information are prescribed. Given the type of creation and use, file cabinets are traditional and electronic.
Rules for storing documents
The archive is maintained by a special employee based on the job description. The employee provides reception, accounting and storage of documentation. He carries out 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 racks, cabinets, safes that perform the function of preserving documentation. The shelf life is determined - 3 years, but it can be reduced.
After the expiration of this period, it is determined whether the document will be used or whether it will be archived forever. There is also the option of destruction. What exactly needs to be done is decided on the basis of an expert commission.
Features of card files in hospitals
Card files include essential patient information. There you can find information about the state of health, medical history, prescribed drugs. The document allows you to transfer data from one doctor to another.
Cards are stored on special racks, where everything is located in alphabetical order. Furniture for documentation can be ordered to specific sizes. The shelves have a depth of 18-25 cm and a width of 1000 mm. Many companies manufacture custom-made furniture based on customer preferences.
There is a mobile rail furniture for the archival department. It will help to compactly place the necessary materials in small areas. In the reception hall there can be stationary racks or combined furniture. Correctly placed documentation will allow you to quickly find the right card.