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What is the most popular method of filing?

Alphabetical classification The filing method under which files and folders are arranged in order of alphabets of the names of person or institution concerned with such file is alphabetical classification. It is the most popular and common method of filing.

tyrocity.com - Filing Methods: Alphabetical, Numerical, geographical ... - TyroCity

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Bases of classification of files

Classification of files refers to the process of selecting heading under which documents are grouped or classified on the basis of common characteristics. The bases of classification are as follows:

1. Alphabetical classification

The filing method under which files and folders are arranged in order of alphabets of the names of person or institution concerned with such file is alphabetical classification. It is the most popular and common method of filing. In case name of more than one person starts with same letter then the second letter of name is taken into consideration. It is a flexible method. It is used in both small and large organization.

Simple and easy to understand

Doesn’t need a separate index

It is flexible

Disadvantages

Time-consuming

Difficult to arrange files

Difficult to locate in case of common names

2. Numerical classification

The filing method under which files and folders are arranged in order of number is called numerical classification. All files and folders are given separate numbers. It is an indirect method of classification of filing. In this filing alphabetical index is required. It includes name, address, phone number, subject and other information along with file number.

Suitable for large offices having a large number of files and folders

An accurate method of filing

It is flexible

A separate index can be easily developed using numbers.

Disadvantages

It is expensive

It is time-consuming

Not suitable for small organization

It is not easy to operate

Separate alphabetical index is required.

3. Subjective classification

In this filing method, records are classified according to their subject; letters and documents are classified and arranged in files and folders into subject or sub-subject wise. In this filing, subject must be arranged alphabetically. It is widely used in those cases where subject is more important than the name of the person or organization. All documents relating to same subject are filed together in one file.

Simple to operate

Flexible

Convenient

Easy to locate

Disadvantages

Not applicable for filing miscellaneous subject

Time-consuming

Difficult to locate when subject matter is not properly understood

4. Geographic classification

In this method, files are grouped according to the geographical location of firm, organization or person. Under this method name of places are written in file and are arranged in drawer either in alphabetical or numerical order whichever is suitable for organization. It is used in multinational companies or those organizations whose business and branches are located din many places of the nation or the world.

Easy to understand and use

Can be arranged in alphabetical and numerical order

It used in those organizations whose business is engaged in correspondence with the businesses all over the globe or the nation.

Disadvantages

Expensive

Not suitable for small scale organization

Time-consuming

No use of card or index

5. Chronological classification

In this method, files and folders of documents are arranged in an order of their date, day, and time. In an office, several letters and documents may be received and dispatched. They all are arranged according to time and date when they were received and dispatched

Simple to understand and easy to operate

Quickly located if their dates are known.

Less expensive

Disadvantages

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What are the 2 most common filing techniques?

There are 2 main methods of filing, which are Loose Leaf method and secondly, the Collective method. Documents are filed individually in a normal file, holes are punched in the documents and then they are filed. Documents can be filed and de-filed very easily.

rackline.com - Two main methods of filing - Rackline

There are 2 main methods of filing, which are Loose Leaf method and secondly, the Collective method.

1. Loose-Leaf method

Documents are filed individually in a normal file, holes are punched in the documents and then they are filed.

• Documents can be filed and de-filed very easily.

• Does not occupy too much of space.

• Easy to sub-divide by just using simple dividers.

Disadvantages

• There are high chances of the documents being torn or damaged.

• Retrieving and searching for documents is very time consuming.

• Documents can be misplaced very easily.

2. Collective Method

There are 2 files, one an inner file and the second one, an outer file.

• Less chance of misfiling as each main category is marked.

• Similarly, locating any file becomes easy as each category and sub-category is marked.

Disadvantages

• Takes up more space as the filing method is a 2 step process. • Working with the same method in an unknown workplace is very difficult. • Also the filing process becomes time-consuming and tedious, and hence may decrease efficiency and cause inconvenience.

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