BACKGROUND OF THE STUDY
In spite of the much talk of the paperless office, a considerable amount of information is stored in hard copy (i.e paper) form. This is because people still prefer to see information on paper. In our offices today, the large number of information being received daily is stored in a safe place rather than being thrown away. This however, is because the information coming into our offices will also be needed in the future. Furthermore, a large number of papers and documents cannot be received and handled without proper arrangement(s). In an organization where documents are not filed, the average office worker spends more time than is necessary in searching for documents, which he/she cannot even locate. Meanwhile, since the emergence of the filing documents are now always handy and readily available in our office today and time which have been wasted in looking for such documents therefore, does not only save time but makes the retrieval of information in the offices very easy and less demanding.
Moreover, modern organizations do not rely on the memory of its functionaries. According to Ahukannah (2002). A record of all the activities of the business must be kept. Personnel matters, sales figures, balance sheets, progress of work, cash flow, bank accounts, incoming and outgoing mails must be documented. All information received by the office on behalf of the organization must be properly recorded. It is the function of a filing staff to record, keep and retrieve all useful information, which the organization may need from time to time. Documents are filled in order to retain them in good condition, for record purpose and to survey them for effective, detailed investigation of information management for easy retrieval. Effect of good Filing enables the organization to handle correspondence properly and with minimum delay. Filing also provide materials, which are tendered as evidence in law courts. It ensures adequate protection of documents against theft, and damages.
According to Cray Forth (1997), an office without a good effect of filing systems and classification is bound to fail its dealings within and outside the organization. Therefore, the importance of a record filing systems and classification cannot be over- emphasized. When documents are properly surveyed and filed, it makes it easier for one to refer to a particular document at any point in time.