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.

Each of these types of filing systems has advantages and disadvantages depending on the information being filed and classified. Knowing the advantages and disadvantages of the various systems upfront will allow for an informed decision based on your particular needs. Files are organised by surname and further broken down by first name. All files and folders are given separate numbers.

This article looks at alphabetical 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. Alphabetical numeric and alphanumeric. It is an indirect method of classification of filing.

B the staff should be able to learn and become comfortable with the system in a timely manner. In this system of classification the papers or records are classified in accordance with the first letter of the name in alphabetical order. Alphabetical filing is one method of managing medical records. The most common type of filing system used is an alphabetical system.

In addition you can separate each type of filing system into subgroups. It includes name address phone number subject and other information along with file number. It requires a lot of time to find papers and thus hinders the speed of operation. Before putting the files into alphabetical order you have to decide what will be the designator of the file.

Filing and classification systems fall into three main types. 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. Alphabetical method of filing leads to confusion and congestion if there is a common name. Papers may be misfiled due to misspelling of names.

Suitable for large offices having a large number of files and folders. In this filing alphabetical index is required. Advantages and disadvantages of alphabetical classification of files alphabetical filing is the most widely used method. Disadvantages of alphabetical classification of files.

A most people are familiar with this type of filing because libraries at least partially and home filing systems are usually alphabetical. 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. 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.

Alphabetical filing has several advantages. The disadvantages of alphabetical filing are given below.