Methods or Classification of filings

By the help of so many filing system, files douments can be stored and preserved in many ways. On the basis of nature of documents filing can be classified into five types it is known as methods or classification of filing.

1. Alphabetiucal filing
In alphabetical filing system, all the files, papers, documents are categorized under English Alphabetical order on the basis of their name or organization's name. E.g. A, B, C

Advantages
a. It is simple to understand and easy to operate.
b. It is self indexing which doesn't need separate index.
c. It is flexible. It can be increased or decreased as per need.
d. It is suitable for small and medium sized offices.
e. The files are systematically arranged by the names in documents.

Disadvantages
a. It is time consuming to file and take out documents.
b. It creates confusion when two or more persons and organizations have similar name.
c. It is difficult to identify the needded document in the file.
d. It is difficult to maintain secrecy. Identification of file is known by names of file.
e. it is not suitable for large offices with large number of documents.

2. Numerical Filing
In numerical filing, all the paper, records are arranged on the basis of number. the number is provided to the file according to the received date of paper like 1, 2, 3. The index is used in this system.

Advantages
a. The numbered file provides easy reference. Card index provides cross reference.
b. It is suitable for big offices with large number of files.
c. Numeric figure provide accuracy in filing. Misplacements of documents are few.
d. It is flexible. Files can be added or removed easily.
e. Identify of file can't be known without knowledge of file number.

Disadvantages
a. It is complex. Trained people are required for the operation.
b. It is expensive. Separate index and skilled manpower are needed.
c. Index needs to be consulted to locate file. It is time consuming.
d. It is unsuitable for small offices with small number of files.

3.Geographical Filing
in Geographical filing all the papers, records are arranged according to the region, district, zones, etc which are also arranged in alphabetical or numerical filing system.

Advantages
a. It is simple to understand and easy to operate.
b. Needed files can be located fast with the help of index.
c. It is suitable for offices having operation in wide geographical areas. Global companies use this system.
d. It requires little time for filing documents.

Disadvantages
a. It is expensive; it requires index which is not suitable for small offices.
b. It is difficult to handle if geographical knowledge is poor.
c. The name of place and person is written on the file tab so there is lack of secrecy.
d. Classification of documents in geographical are is time consuming.