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19 Cards in this Set
- Front
- Back
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Alphabetical filing features |
*The files are arranged in strict alphabetical order *Guide cards are placed in the drawer for each letter of the alphabet *The guide cards are larger than the files so that they are easily visible *All the files of persons whose surnames begin with an A will be filed in strict alphabetical order behind the guide card A. Attention is also paid to the subsequent letter of the file. *Behind each guide card in this system a general file is kept for irregular correspondence. This type of correspondence comprises letters and documents of persons and businesses who are not regular correspondents *There may be too many files to fit into one drawer and therefore a card on the outside of the drawer indicates which files are kept in it - for instance A - C etc. *This system is used in many businesses. The only drawback is that all the files have to be moved forward when the drawer becomes full. *Certain letters of the alphabet have a lot of surnames. A great deal of surnames begin e.g with V which can make this system rather difficult to manage. |
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Numerical filing features |
*In this case a number is allocated to the files of the correspondents. The number appears on the protruding strip of the file. *The files are then filed numerically *Numerical guide cards are provided at regular distances from one another *it is not possible to remember the files number of each client off by heart, therefore a separate index, containing the numbers of the clients, should be kept with this filing system. *This index card is made for every numerical file. The surname and initials of the particular person appear on the protruding part of the card. *The rest of the card contains the file number and other personal details such as the address and telephone number of the relevant person. *These cards are arranged in strict alphabetical order in an index drawer behind alphabetical guide cards *when the filing clerk wishes to draw the file of say P. Nell, he/she should first look up N in the index drawer to find the guide card and then trace the file number from there. *If the number is e.g 15 the filing clerk should open the drawer of files that are numbered from 1 to 19 and look for file number 15. |
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Alpha-numerical filing features |
*This is a combination of the previous two filing systems *Although the files are numbered with the letter of the alphabet with which the surname of the client begins, as well as with a number, e.g. the number of K. Nolte could be N5. The number of the following file will be N6 even if his name is P. Nagel. *The guide cards that are used will be arranged alphabetically and numerically. *A separate alphabetical index is also needed for this system in order to find specific files. |
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Chronological filing features: |
*This is the name of the method used for filing documents according to their dates in the numerical order *Chronological filing is not often used as a basic system but is the normal method of filing papers with files. *dispatch departments, where life is ruled by delivery dates, can also find this a useful way to organize their documentation |
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Advantages of alphabetical filing |
*Arranging files in strict alphabetical order is the easiest, quickest and simplest method of filing, as long as there are not too many files in the office *When there are numerous files, even the fourth letter in a name has to be taken into account to put a file in its correct place. |
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Disadvantages of alphabetical filing |
*The resultant complexity in the filing causes mistakes and wastes time. |
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Advantages of numerical filing |
*This is the most suitable system if there are so many files that are difficult to keep them in strict alphabetical order. *New files are always added to the end in this way new files and new cabinets can be added as the volume of documents increases. *it is easier to keep index cards in strict alphabetical order than files, because they are sorted into place only once and remain there *Two people with the same names and initials cannot be confused because they will have different numbers *Useful information about a customer can be jotted down on the index card, which will be ready for reference at any time. |
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Disadvantages of numerical filing system |
*One cannot go straight to a person's file in the filing cabinet, the number has to be found in the card index first *Extra work and expense is involved in writing up a card index |
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Advantages of the Alpha-Numerical filing system |
*It has the advantages of both the alphabetical and numerical systems. *Where the alphabetical guide card is used as an index, the expense and work of making a card index is avoided *In each alphabetical section the file number begin with 1. The numbers are kept reasonably small |
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Disadvantages of the Alpha- Numerical systems |
*In a large office the alphabetical guide card cannot be used as an index this means there would not be room on it for all the names. *The names on the alphabetical guide card are not in strict alphabetical order. When there are many names on the guide card, it may take some time to look up a correspondent's name and number. |
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Essential elements of a good filing system |
(a)suitability -The system should be suitable for the requirements of the specific concern (B)flexibility -The aims of any concern is growth and expansion, The system that is chosen should be able to grow with the concern (C)Accessibility -A filling system should be uncomplicated and functional, Anyone working with it ought to be able to find a file without any effort, The documents inside the file should be file in chronological order, it should be easy to trace a file that have been filed incorrectly. (D)safety -Important documents should be stored safely, it must not be possible for just anybody to remove these files, Cabinets should be locked and only the filing clerk should be allowed to remove the files. (E)space saving -Where space is a problem, a system which take up the minimum space, should be used. (F)Dust-free -Dust can damage documents and therefore dust-free cabinets should be chosen (G)Durability -Some documents need to be kept for a very long period, e.g wills these documents must be kept on durable paper and should be stored in such a way that they do not age or tear. (H)Tidiness -The place where the files are kept and the way in which they are filled should look presentable and be a pleasure to work with. Here attention should be given not only to tidy cabinets but also the room in general |
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Horizontal filing |
The documents are placed in a flat position, the one on top of the container. This method has many disadvantages and cannot always be used successful. |
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Vertical filing |
In this method the files are arranged vertically and papers can be inserted or replaced without removing the file. The titles appear on the top edges and can be read easily. The files may be suspended vertically from metal runners fitted inside the cabinet drawers which protect them from wear and tear. |
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Tubular filing |
Documents are rolled up and stored in tubes that are made of cardboard or plastic. The name of the document appears on the lids that fit both ends of the tube. The tubes containing the documents are then placed in special, deep shelf. A business which has many large documents that have to be stored, and that are too large to be accommodated in files, may use this method. |
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Micro filing |
This is a method used to reduce the space occupied by business documents and correspondence. The papers are filmed to reduce them in size for storage and quick retrieval and when reference is required the film is fitted into a viewer where the documents can be seen in enlarged form. |
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Electronic filing |
When it is necessary to keep papers for future reference, it is now possible to scan them and store them on a disk. As the contents of four filing cabinets can be held on a 5 1/4 inch disk, the obvious advantages are saving of the space needed for and the cost of four filing cabinets |
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Visible card index system |
The card are placed one on top of they other in a long drawer. The name of each card is therefore visible. It can be used for keeping records such as staff details, student cards, clients details,etc |
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The card index system |
This consists of a drawer in which postcards sized cards are arranged in an upright position. The cards can be arranged alphabetically or numerically as the need arises. |
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Rotary or strip index system |
The information is contained in rotating frames that are suspended from a wheel. Strips can be inserted in the frames. The necessary information appears on these strips. |
