Alphabetical Filing System Advantages And Disadvantages

It may be done using either the first names or surnames but whichever is chosen must be consistent throughout the particular filing system.

Alphabetical filing system advantages and disadvantages.

In addition you can separate each type of filing system into subgroups. Suitable for large offices having a large number of files and folders. Filing systems offer advantages and disadvantages to office settings. This article looks at alphabetical filing.

Disadvantages of alphabetical classification of files. Alphabetical method of filing leads to confusion and congestion if there is a common name. It requires a lot of time to find papers and thus hinders the speed of operation. The most common type of filing system used is an alphabetical system.

In this filing alphabetical index is required. The alpha numerical classification has the following advantages in addition to the advantages of both alphabetical and numerical classification. Most companies use traditional filing systems where paper documents are filed in filing cabinets. Filing and classification systems fall into three main types.

Files are organised by surname and further broken down by first name. All files and folders are given separate numbers. Alphabetical numeric and alphanumeric. Papers may be misfiled due to misspelling of names.

In this system of classification the papers or records are classified in accordance with the first letter of the name in alphabetical order. It includes name address phone number subject and other information along with file number. Numeric systems are evaluated in other articles. For example in an alphabetical group of a correspondence with albert may be given number a 1 and with alex jones number a 2 and so on.

Advantages and disadvantages of alphabetical classification of files alphabetical filing is the most widely used method. The disadvantages of alphabetical filing are given below. While alphabetical filing has the advantage of being one of the easiest filing methods for new employees to learn this system of organisation also has some disadvantages. Before putting the files into alphabetical order you have to decide what will be the designator of the file.

Each of these types of filing systems has advantages and disadvantages depending on the information being filed and classified. Advantages of alphanumeric filing. It is an indirect method of classification of filing. Alphabetical filing alphabetical filing is a method in which files and folders are arranged in order of alphabets of the names of person or institution concerned with such file.

B the staff should be able to learn and become comfortable with the system in a timely manner. Knowing the advantages and disadvantages of the various systems upfront will allow for an informed decision based on your particular needs.