Alphabetical Filing System Benefits

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Alphabetical filing system benefits.

Numeric filing systems combined with color coding increase record filing and retrieval speed even when retrieving a file means referring in an index to identify the file number because the file clerk has an instant awareness of file location by file group. Alphabetical filing systems are one type of system that is easy to teach and learn. Any employee can find a needed document as long as the vendor name is known. A filing system is the central record keeping system for an organisation.

Alphabetical method of filing leads to confusion and congestion if there is a common name. Alphabetic filing uses a direct filing system where an additional reference sheet or an index is not required. The disadvantages of alphabetical filing are given below. To that end we are implementing a new more efficient filing system based on the first letter of the applicant s last name alphabetical order.

Beth smith would be filed before pam smith. The process has quite a few benefits as well. Advantages one advantage to using an alphabetic filing system is it allows the grouping of records pertaining to the same individual or company to be filed in one location. Documents are filed in alphabetical order typically by vendor name.

It helps you to be organised systematic efficient and transparent. For instance having a standardized filing practice means documents will be easier to find you can add or remove new entries without disturbing other entries and alphabetization is an intuitive process so people other than employees can understand it as well. Disadvantages of alphabetical classification of files. It also helps all people who should be able to access.

Unlike numeric indexing no cross reference system is needed so users of the system can find files simply by looking them up in the filing system. Papers may be misfiled due to misspelling of names. Advantages of alphanumeric filing. 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.

A most people are familiar with this type of filing because libraries at least partially and home filing systems are usually alphabetical. It requires a lot of time to find papers and thus hinders the speed of operation. A file with an alphabetic heading is also easier to identify when it s out of the file system and in use.