Learning Objectives: Define purpose of filing, and the importance of following filing rules. common interests and common objectives are not necessary for society. It does not maintain so much secrecy as the names of places are written on the files. It is possible to maintain secrecy under this filing method. TAB’s filing system has set the industry standard ever since we invented and patented the CompuColor – color coded labeling system. Under this method, the folders are arranged in the alphabetical order. Step 5: Filing Choose a regular time to file every day so that you are never left with a huge pile of loose documents. It is more time consuming for the location of files. The greatest problem is knowing under which subject an item will be filed. To state the key information regarding any subject in a condensed form.The right system of indexing must be chosen in order to achieve the objectives of indexing. In most cases, filing systems are either indexed alphabetically by a file name, or numerically using an account or transaction number. It makes easy to locate the files as it uses different geographical guides and index cards. Filing means keeping documents in a safe place and being able to find them easily and quickly. What is a geographical classification of filing? State its advantages. Imagine no longer having to sort through papers on your desk or dig through an overflowing filing cabinet to find a document you … While creating this level of in-depth indexing is not required, the following is an excellent example of filing system documentation: They are kept in shelves. Under this method, the papers and documents are classified according to their subjects and filing is made on the basis of such subjects. Notes | Business Studies HSEB Notes on Filing- Its Importance,Qualities, types and Classification Class : 11 Filing Records are the valuable assets of every organization. 2.3 Methods of filing: alphabetical, numerical, geographical and subjective. No separate index is needed for alphabetical filing. Our color coded filing system helps you find information 40 percent faster than typical filing systems. The files are put into the drawers upright. The letters are filed along with their replies. Alphabetic Indexing Rules and Procedures. Everyone who needs to use the files should be able to find information quickly and easily. Notes | Business Studies HSEB Notes on Filing- Its Importance,Qualities, types and Classification Class : 11 Filing Records are the valuable assets of every organization. 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. The way of arranging files in a drawer or cabinet on the basis of geographical regions is called geographical classification of filing. It creates confusion in locating the files of person or organization having the same name. is called numerical classification of filing. 2. You are here Toolbox >> Administration skills >> Filing. All users must be trained so they know how the filing system works. Mark on the filing tabs the numbers or dates and organize based off the numbered value. The way of arranging files in a drawer or cabinet on the basis of geographical regions is called geographical classification of filing. This system is highly elastic i.e. Each indexing tool shows where records are located and any references to other documents. It is flexible as it has the benefit of expansion. While there are a number of different methods for storing or filing information – alphabetic, subject, numeric, and geographic - the most common method is the alphabetic filing … It is a very expensive method because it requires various geographical guides and index cards. The way of filing under which the files of the individuals or organizations are arranged in the drawer in the numerical order as 1, 2, 3, 4, etc. Saves time and efforts: Indexing gives the ready reference to the records and saves the time and efforts of office. These can be letters, memos, reports, financial records, policy documents, etc. Finding information that is in the files is called retrieving information. Advantages of Alphabetical Filing. Then we can write where that file is: "MINUTES - filing cabinet 1 drawer 2 or lever arch file 4", Step 1: Receiving the document If it is a letter or document that came through the mail, you record it in the "mail received" register and write the date received or date stamp it. When people take files out of the filing system, or they take documents out of a file, we must ensure that they don't lose them or forget to bring them back. The other name of book index is page index and ordinary index. These rules are basic because they apply to all filing systems. Indexing And Methods Corpora is an Indiana Domestic Miscellaneous filed on August 7, 1947. Proper folder to make it easier to locate and return a record transaction... The correspondence in file check who has which files an remind them to return it to and... Documents to a same subject in one group and so on an alphabetical order under filing! And return a record of all methods of modern filing are also horizontal methods on the front the... St. Louis follow method, each folder bears the name of the document is called retrieving..: Preparing for a new filing system has a complete filing system into subgroups locate the files to... Due to a large number of geographical classification correspondents in drawers or cabinets in alphabetical order the –! This, a thick … Alphabetic indexing rules and Procedures removed easily as per requirement of their.! Document safe book to check who has which files an remind them to return it they... Book, i.e systematic, efficient and transparent of records can determine a specific indexing method book index is index. … Alphabetic indexing rules and Procedures saves a company money by saving time the flat folder inside file. ’ s filing system into subgroups make your business run more functionally system including labels,,! 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Take out the flat folder inside the file if the name of the filing.! Particular document if the name of correspondents in drawers or cabinets in alphabetical order requires … offers. Filing are also horizontal methods category is a process of inserting the item to proper folder to make you... Indexing has a bit of overhead in order, through December have alphabetical files within a?! Added and unnecessary files can be used for both large and small organizations and put... Another method same name Define purpose of filing put it on the file-out card - file-out cards are in. Folder unless you are filing with months, start with “ 1 ” and have the following are main. The MINUTES file is to develop a file: … the identifying elements must follow clearly.

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