Alphabetical Filing System

Filing and classification systems fall into three main types.

Alphabetical filing system.

It requires a lot of time to find papers and thus hinders the speed of operation. Luckily it s simple to get started with new documents and still is not a difficult change to make if you need to reorganize. Businesses schools government agencies and even everyday people use filing systems to keep their affairs organized. You ll file numbers in the same way you would file alphabets in ascending order that is smallest to largest.

It may be done using either the first names or surnames but whichever is chosen must be consistent throughout the particular filing system. By implementing alphabetical filing in your life you will ensure all documents are protected and readily available. Alphabetical method of filing leads to confusion and congestion if there is a common name. Choose between four different types of filing systems for your office.

Many times a number is already being used as an identifier such as. If the numbers are spelled out they ll be treated as normal words and filed alphabetically. But there are standard alphabetical systems that most people use for client files. Disadvantages of alphabetical classification of files.

Alphabetical numeric and alphanumeric. Procedures for storing records alphabetically will vary among organizations and even among departments within an organization. A well maintained filing system allows vital information to be accessed quickly and saves a company money by saving time. 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 system.

It is the most popular and common method of filing. In addition you can separate each type of filing system into subgroups. Each of these types of filing systems has advantages and disadvantages depending on the information being filed and classified. Initials are considered separate units and are also filed alphabetically.

A file that s indexed by a number has only one possible location in the filing system making filing mistakes far less likely than alphabetic filing systems. Most very large filing systems use a numeric indexing method for a variety of reasons. There are many rules on how to file alphabetically in english to preserve a sensible filing system. As an admin i ve often had to do filing for the companies i ve worked for.

Various places may have very specific rules such as medical files which i haven t been privy to or filing by number either ascending or descending. Papers may be misfiled due to misspelling of names. The disadvantages of alphabetical filing are given below.