Explain Various Filing Classification, Giving Their Advantages and Disadvantages

Office Administration study
  1. Alphabetical.

-Documents are filed according to the first letter of either name of the sender or subject.

-Similar to words in English dictionary or telephone directory.

Advantages

  • Convenience of grouping paper name of the company etc.
  • Direct filing with no need for indexi.e. the first letter will tell you where the document is located
  • Simple and easy to understand even explaining to new staff
  • Its possible to open one file for miscellaneous papers which can’t make up their own files

Disadvantages

  • In large systems it takes longer time to find papers
  • Congestion under common names
  • For large organizations ,papers may be reasonably be filed under different headings
  • It’s difficult to forecast space requirement for different letters of the alphabet.
  • There are possibilities of a document being filed under a different name due to differences in spelling etc.
  1. Numerical

Correspondence are arranged according to numbers rather than letters

This system is useful for filling orders or other items kept in numerical sequence

An index is necessary for locating the correct file

Advantages

  • They have unlimited possibilities for expansion
  • Highly accurate system
  • Cross referencing is simpler than with other systems
  • The file number can be used as a reference for correspondence
  • The filling index may be used for other purposes e.g mailing lists as well

Disadvantages

  • It takes longer to free material as it involves two operations i.e the recording of paper on the card index and the filling of the document
  • Filing and finding in indirect
  • A separate index must be provided
  • It takes time for a new employee to fully understand the system etc
  1. Geographical

Files are divided according to their places of origin eg countries or provinces in a country

File   within each group are arranged alphabetically

Advantages

  • Suitable for companies that have several branches spread over different parts of the world,country,county etc.
  • Convenience of reference where the location is known
  • pDirect access for filling purposes

Disadvantages

  • Possibility of error where knowledge of geography is weak
  • Geographical location must be known in addition to the correspondents name
  • Index is necessary for occasional reference
  1. Chronological

All documents are filed in order of their dates of receipt

Advantages

  • Useful if dates are known
  • It provides for unlimited scope of expansion

Disadvantages       

  • It is not always suitable
  • Incoming letters might become separated from outgoing ones .
  • Subject classification-files are classified according to subject headings or topics

Advantages

  • All documents referring to a particular subject are kept together in one place
  • The files can easily be expanded or contracted simply adding or subtracting old ones

Disadvantages

  • Determining the list of divisions is difficult and requires someone with a knowledge of the business and its files
  • Determining under which subject heading it should be filed, requires a trained and careful employee



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