Methods of Filing

The main objective of filing is to keep records of documents so that it will be easy to provide quickly and easily at any time. So, is is important to classify the documents so they can be easily available whenever its required. The following are the main methods of classification of filing:

Alphabetical Classification

The way of arranging files or folders with the name of correspondents in drawers or cabinets in alphabetical order is called alphabetical classification. Under this method, the folders are arranged in the alphabetical order. For example, all the folders of correspondence whose name begins with A are arranged together in one group and so on.

Advantages

1. It is simple to understand and easy to operate.
2. It doesn't need separate indexing so it is economical.
3. It is flexible as files can be added and removed easily as per requirement.
4. It can be used for both large and small organizations.

Disadvantages

1. It creates confusion in locating the files of person or organization having the same name.
2. There is no secrecy because the name of the correspondent is mentioned on the tab of the file.
3. It doesn't suit for those organizations where numbers are more important than the name of the correspondents.
4. It consumes more time due to a large number of letters.

Numerical Classification

The way of arranging the file under which the files of the individuals or organizations are arranged in the drawer in the numerical order as 1, 2, 3, 4, etc. is called numerical classification. It requires recording their name in a register book according to the serial number and the same number is written in the file instead of the name. For example: if Laxmi enterprises Pvt.Ltd is allocated the number 12, all the documents relating to this organization will be found in the folder number 12 and if there is a large number of files then it can be classified and arranged into different files bearing file no. 12.1, 12.2, 12.3 and so on.

Advantages

1. It is possible to maintain secrecy under this filing method.
2. It ensures the quick identification of files due to the use of separate index and guide cards.
3. It is more flexible because addition and deduction of documents do not create difficulty.
4. It is suitable for all types of offices even having the larger number of files.

Disadvantages

1. It is not suitable for the small scale organization.
2. It is more time consuming for the location of files.
3. It is an expensive method as it requires separate index and guide cards.
4. It is impracticable for those where names are more important than numbers.

Subjective Classification

The way of arranging files in a drawer or cabinet according to the subject of the document is called subject classification. Under this method, the papers and documents are classified according to their subjects and filing is made on the basis of such subjects. This classification emphasizes on the subject than the name and number of the correspondents. The files related to a particular subject can also be sub-divided into alphabetical order.

Advantages

1. It is easy to understand and operate.
2. It makes available all the documents to the same subject in one file.
3. It is flexible as it has the benefit of expansion.
4. It is easier to locate the particular document if the subject is known by the users.

Disadvantages

1. It is difficult to locate the document if the concerned subject is not known.
2. It does not make available all document of a single person in the same place.
3. It also does not maintain secrecy as the names of the subjects are written on the files.
4. It is an expensive method as it requires separate index and guide cards.

Geographical Classification

The way of arranging files in a drawer or cabinet on the basis of geographical regions is called geographical classification. Under this method, the files are arranged on the basis of town, district, zone, country, and continent. A separate filing cabinets or drawers are fixed for different regions and the files related to a particular region are stored in such specified drawer or cabinet. All the cities and districts in a particular region can be arranged alphabetically.

Advantages

1. It is simple to understand and easy to operate.
2. It is suitable for those organizations which deal with a large number of geographical places.
3. It makes easy to locate the files as it uses different geographical guides and index cards.
4. It consumes less time in searching and obtaining the document because of the separate geographical guide.

Disadvantages

1. It is difficult to find the file if the name of the geographical place is not known.
2. It does not maintain so much secrecy as the names of places are written on the files.
3. It is a very expensive method because it requires various geographical guides and index cards.
4. It is not suitable for the smaller organizations.