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Subject 5. Advantages of Alphabetical classification of files. To organize the filing system, one of the methods could be followed. Paper document filing can be less secure than electronic filing systems. 2. Cross reference to the other language therefore becomes necessary to enable non-Italian users to understand the information. 1. In t The disadvantages of a geographical structure. This sequence can be according to their date of receipt, or date and time of their creation with the most recent date in front of or on top of the previous items. which goes well with the filing methods provides the following benefits. Numeric 3. Introducation. For companies that have an international presence, the Madrid System offers a number of important advantages; in particular: A simplified filing process which also leads to cost savings; All administration is streamlined and … For instance, the City of Florence in Italy is "Firenze" in Italian records. Advantages: Such a system enables statistics to be held in manageable and comparable units and also permits a large or 'macro' figure or total to be evaluated in terms of its 'micro' or component parts. It helps in documentation of proof and legal evidence in the time of disputes It helps in formulation of future planning Resist the temptation to set a deep filing basket on top of your files, because you'll just fill it up, and it will become another file. Classification of Filing System. Advantages of numeric filing. 6.1. complete listing of all filing segments in the filing system 6.2. advantages of computer database are apparent:s. 6.2.1. two useful indexes can be printed from a single input of records. Some businesses use geographic filing systems to track the maintenance of buildings, grounds, and equipment through facility management. Right? This can cause annoyance for clients as well as for employees. Under this method, the files are arranged on the basis of town, district, zone, country, and continent. Geographic areas are classified as units or groups of units. reference list used for locating a particular document in the filing equipment Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. Geographic records related to a specific location are stored together. It is easy to understand and use; It can be arranged in alphabetical and numerical order. Color Coding . The filing system has changed and improved considerably over time to meet the change in an office. Identity Theft Laws in the United Kingdom, Advantages & Disadvantages of Normalizing a Database. The Navy assigns a number that corresponds to a geographical location, which is followed by the name of the place spelled out. They are the same size as the files and are put in the place of the file, which has been borrowed. Consider using an alphabetic system for correspondence, small volumes of case files, or personnel files. Consider the advantages and disadvantages of each. Analysis Advantages Geographic filing aids the process of … To organize the filing system, one of the methods could be followed. 2. Simple to operate; Flexible; Convenient; Easy to locate; Disadvantages. A good system of indexing i.e. In an organized filing system folders are arranged in some kind of order (we hope!). You can, however, combine some of these methods. 7. geographic filing … Geographic filing allows easy movement of records by simply shifting them from one location to another. Three types of cross-references include: 1. cross-references sheets that are stored in folders to refer the filer to specific records, 2. cross- The chief difficulty in office management is not filingbut in finding. The Geographic Information System or GIS is the device on the basis of computers. Numerical filing by file number, social security number, chronologically or by patient or case number is common. Under this method, name of places are written in file and are arranged in drawer either in alphabetical or numerical order – whichever is suitable for the organization. Organizing and manipulating information within such a disorganized system for decision-making purposes also is quite impossible. are the newest (the higher numbered files). Geographical filing is a method in which files are grouped according to the geographical location of firm, organization or person. ADVANTAGES: Alphabetical filing has several advantages. Initial setup is time-consuming; It is more expensive to maintain. 3.2.2. 1. They need to be preserved safely. It is difficult to obtain information when you require it urgently. Choose between … Lack of Security. For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. 6.2.2. folder labels and mailing labels can be prepared as well from the same stored data. An efficient filing system is mandatory for any organisation that expects to reap benefits from the information in its possession. True In an encyclopedic arrangement of records stored in a location name guide plan, each secondary guide is accompanied by a corresponding general alphabetic city folder, which is placed at the end of that alphabetic section. A numerical scheme is easier to comprehend than alphabetical filing and may have fewer misfiles. UpCounsel accepts only the top 5-percent of lawyers to its site. Numeric Filing Systems Explained. The main advantages of geographical filing are as follows: a. 6.2.2. folder labels and mailing labels can be prepared as well from the same stored data. Storing files manually ensures no data loss during power loss. Previous records are base of past records, and they are used as an immediate reference. A significant advantage of a numeric filing system is the cross-reference index, which allows users to look up files quickly and this helps ensure the accuracy of the record. Every filing system has its advantages. Advantages. All types of papers, documents, plans, etc. They have been helping the users for collecting and storing any kind of data. Advantages of computer database are apparent: Two useful indexes can be printed from a single input of records. Geographic Geographic filing systems operate generally by county or country and then alphabetically or numerically by account name or number. What is flat filing system? Geographic records related to a specific location are stored together. Geographic classification. Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified. In the early era, data was used to be saved in a simple text file. Geographic filing allows easy movement of records by simply shifting them from one location to another. An efficient filing system is mandatory for any organization that expects to reap benefits from the information in its possession. Not applicable for filing miscellaneous subject; Time-consuming; Difficult to locate when subject matter is not properly understood; 4. Benefits of using the Madrid System. Filing is used to keep the records safely so it is a form of record management. Businesses, schools, government agencies and even everyday people use filing systems to keep their affairs organized. An advantage of the geographic method is that establishing a geographic arrangement for a records storage system that requires many subdivisions can be done in about the same amount of time as establishing an alphabetic name or subject file. The advantages of a numeric filing system, Advantages & disadvantages of chronological filing. For instance, locating a particular building would require a reference to a particular state, the city, the street and finally the name of the building. Implementing proper access measures will boost the security of the files. It helps in speedy location of files. She went on to earn a Ph.D in psychotherapy from the Union Institute in Cincinnati, Ohio. Hemera Technologies/AbleStock.com/Getty Images. Records maintained in some nations are written in their language. Mention its advantages and disadvantages. You need to be familiar with the geographical area sufficiently well to understand the records. Classification of Filing. The documents are punched and tied with lace or held using the metal clips. c. It is suitable for national and multinational business etc. It has improved communication between different departments, teams, disciplines, professional fields, organizations, and the public. You need to be familiar with the geographical area sufficiently well to understand the records. Under geographical filing, the classification is done on the basis of geographical origin of a document. The traditional filing system is not able to meet all the requirement so it has a limited use in modern offices. This makes it easy to store large numbers of files and still be able to locate needed papers quickly, making these cabinets perfect for high-volume businesses. There are important decisions to make concerning the structure of the paper filing system, the degree of granularity to class information, standards to define information types, and the storage method. Copyright 2020 Leaf Group Ltd. / Leaf Group Media, All Rights Reserved. 2. 2. Geographical filing Geographical Filing System. Geographic filing aids the process of analysis by allowing easy comparison of data items. While alphabetical filing has the advantage of being one of the easiest filing methods for new employees to learn, this system … Analysis Advantages. Geographic 4. Records maintained in some nations are written in their language. Classification can be defined as the process of selecting headings under which documents are grouped or classified on the basis of certain … In this post, the advantages of database management system over file system have been proposed. Here classification of records is done on the basis of area-wise, state-wise and country-wise. Color Coding . 2. That comes with a database management system. Numeric filing systems assign numbers to each file or record containing information. It self-indexing. There should be certain benefits of DBMS system. Records Alphabetic 2. It has, therefore, two distinct aspects—arrangement and preservation. The term includes both alphabetical arrangements by place-names, and filing by a geographic classification scheme, and also sub-arrangement by place within a given filing system. Their productivity is lowered by having to spend excessive time dealing with a paper filing system. Advantages. Geographical Filing in Library Science The arrangement of material or of entries in a list, catalogue, bibliography, etc. Creating an organized filing system with paper and files can seem daunting, and, yes, the process will require planning and organization. The modern system of filing is characterized by the increasing use of improved office equipment, such as computers. The advantages of alphabetical filing are presented below. The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. In geographical filing, the following steps are maintained: (a) The geographical … It should go well with the system of filing in the organization. Subject 5. 5. Files can be easily misplaced if precise attention is not given to geography for names with multiple geographical regions. b) The staff should be able to learn and become comfortable with the system in a timely manner. The required papers and documents can be easily located. This makes it easy to store large numbers of files and still be able to locate needed papers quickly, making these cabinets perfect for high-volume businesses. 3.2.2. 1. 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. ADVANTAGES: Alphabetical filing has several advantages. Maintaining the filing system One of the most important reasons why we file is to keep document safe. Organising and manipulating information within such a disorganised system for decision-making purposes also is quite impossible. According to the Texas State Library, keeping a disorganised file management system is a recipe for disaster. A geographic filing system arranges files alphabetically or numerically based on geographic location. Advantages of computer database are apparent: Two useful indexes can be printed from a single input of records. In this method, files are grouped according to the geographical location of firm, organization or person. Geographic filing might therefore necessitate a cross-filing card system… Geographic 4. have to be preserved so that any time in […] What are the various filing classification systems? Let’s go through some of them. Advantages: Easy to expand Pre-numbered records are easy to sort Confidential Easy to setup a retention and disposal schedule Cross-referencing appears on index card, not in filing system Numbers are easier to read than names; subjects or titles Disadvantages: … Region-wise records are maintained by insurance, companies, banks and medicine companies. 1. Advantages. Geographical filing is useful for export houses, mail-order business houses, advertising companies and the companies with large number of branches at different cities or areas. Numeric 3. Provides exclusive access to all rights even at early filing Geographic filing allows easy movement of records by simply shifting them from one location to another. On the other hand, retrieving a case file when the client's address is unknown would be difficult. Logistics relating to shipping, resources and staff also sometimes make geographical structure a good choice. Its greatest benefit is its speed. Chronological It is self-indexing. b. To provide the backbone for any application needs a huge collection of data. Importance of Filing 2. The advantage of this kind of filling system is that to provide you by province and country wise file and the disadvantage of this method is that ,if there were two provinces the same names in here there … Advantages or merits of geographical filing. 5 In fact, filing statistics for the GI system reveal a pronounced discrepancy in … The way of arranging files in a drawer or cabinet on the basis of geographical regions is called geographical classification. according to place. – chronological filing In Chronological filing, files and folders of documents are arranged in order of their date, day, and time. For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. For instance, the City of Florence in Italy is "Firenze" in Italian records. What are the Advantages and Disadvantages of Geographic Filing. Small businesses accumulate various types of data, such as financial information related to revenues and expenses and … On the other hand, where the link between the geographical name and the product relies on consumers’ existing knowledge of agricultural or culinary traditions, then the GI system offers producer groups decided advantages, notably in the breadth of protection and associated cost efficiencies in enforcing the intellectual property. Direct filing is possible. It is suitable for large organization that has more branches. The process of storing and retrieving a record requires two actions: Check the index for the location of the file, and search for it amidst the other information. 3. The required information are written on the cards. Advantages: Geographic storage provides the speedy reference to information specific to ... state where they are placed or stored in the filing system. These numbers are assigned and tracked using computer software, which makes it easy to locate a file. It is therefore very important to make sure … It is difficult to obtain information when you require it urgently. The main downside of a geographical organisational structure is the potential conflict between local and central management, as individual divisions often take on a great deal of autonomy. Depending on the legal system granting protection to geographical indications, issues of con-trol and organization are addressed differently. ... Alphabetical classification can be either by name or by subject or by geographical location. Its greatest benefit is its speed. The process of sorting out the document on some definite basis is called classification of filing. Numeric filing systems assign numbers to each file or record containing information. The geographic filing system is appropriate where the geographic location is the most important component of the information. Chronological 6. 3.2.1. a complete listing of all filing segments in the filing system. Easy Location. Files are organised by surname and further broken down by first name. 1. In contrast to trademarks, which are distinctive signs identifying goods of an enterprise and thus not limited by any territorial link, geography is at the heart of geographical indications (Marsden (1998)). Hence, it is easy and simple to understand and operate. 6.1. complete listing of all filing segments in the filing system 6.2. advantages of computer database are apparent:s. 6.2.1. two useful indexes can be printed from a single input of records. This facilitates quick decision-making because the information under review relates to one specific geographical area only. False. For instance, locating a particular building would require a reference to a particular state, the city, the street and finally the name of the building. Previous records are base of past records, and they are used as an immediate reference. a) Most people are familiar with this type of filing because libraries (at least partially) and home filing systems are usually alphabetical. Chronological 6. Misplaced documents can … For example, filing by county would help determine your caseload's geographic distribution. The system of card indexing was propagated by a French Person called Abb’e Jean Rozier (1734-93). The index is prepared by allotting a separate card to each piece of information. 3. If you need help learning more about the advantages and disadvantages of intellectual property, or if you need help entering into an intellectual property licensing agreement, you can post your legal need on UpCounsel’s marketplace. According to the Texas State Library, keeping a disorganized file management system is a recipe for disaster. The person responsible for maintaining the system can us the file-out book to check who has which files an remind them to return it. The system has been updated and adjusted over time to accommodate new bureaus, departments and technology, but the Navy filing system is based on geographical location as an identifier. Geographic records related to a specific location are stored together. It can increase production time by 40 to 50%. Filing Numerically – Advantages and Disadvantages of Straight Numeric and Terminal Digit Methods. Most people are familiar with alphabetical filing. This classification is very simple to understand and operate. Advantages And Disadvantages Of Manual Filing System historically, a manual file system was composed of a system of file folders and filing one. Most systems put last name first, then the first name. In a lateral filing cabinet, the files are side by side through the length of the drawer. 1. A well-maintained filing system allows vital information to be accessed quickly and saves a company money by saving time. according to place. This method of filing correspondence is popular in the sales field and has been used by the U.S. Navy. It should be flexible to allow for expansion whenever needed. This method is simple to understand and easy to operate. Geographic areas are classified as units or groups of units. Then only a document, which is needed for reference in future can be traced out and made available. 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. The term includes both alphabetical arrangements by place-names, and filing by a geographic classification scheme, and also sub-arrangement by place within a given filing system. For example: Beth Smith would be filed before Pam Smith. The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. It is essential to determine the nature of each and every document, sort them on a predetermined basis and then filed. 1. After obtaining a patent, the owner can grab a lot of advantages. Once you've established a filing system, you must keep up with your filing. To locate them quickly, you need to utilize an alphabetic index. Geographic filing aids the process of analysis by allowing easy comparison of data items. Disadvantages. d. Geographic filing allows easy movement of records by simply shifting them from one location to another. The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. Advantages of computer-based information systems→. 3. The process of storing and retrieving a record requires two actions: Check the index for the location of the file, and search for it amid the other information. For geographic filing, categories are arranged according to the geographic location of the source or destination of record. Through the creation of rich maps and hi-tech communication systems, GIS has greatly assisted in improving communication. All cards are of uniform size and are arranged in alphabetical, numerical or geographical order. a) Most people are familiar with this type of filing because libraries (at least partially) and home filing systems are usually alphabetical. Apart from inventors, the patent system leads to the growth of the nation’s economy by benefitting the public with affordable services. 1. Filing is a systematic process of arranging and keeping the business records for the future reference. Other Filing Methods: Numerical. The advantages of a geographical classification are given below. 4. Advantages of numeric filing. Hence, there is no need of separate index for them. Some importance of filing: It helps in increasing efficiency of office because filing helps in providing records in required time to make quick decisions; Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. The geographic filing system is appropriate where the geographic location is the most important component of the information. Some commonly used methods include: alphabetical, straight numeric, terminal digit numeric, or by some category. This facilitates quick decision-making because the information under review relates to one specific geographical area only. A file-out card - file-out cards are used in a filing cabinet. Alphabetical filing is one method of managing medical records. Alphabetic 2. The … Filing by Places/Geographical order; Filing by Dates/Chronological order; These ways of filing is called classification and means organising things that are alike, together. Modern Filing System. ADVERTISEMENTS: After reading this article you will learn about: 1. 7. geographic filing procedures 7.1. inspecting Malaysia became the 106 th member of the Madrid System as of the country’s accession to the Madrid Protocol international trademark system on the 27 th September 2019 – marking a huge change for entrepreneurs and businesses with regards to trademark registration and protection in Malaysia. 25 Jun 2017. It can increase production time by 40 to 50%. Advantages of a Good Indexing System. In contrast to trademarks, which are distinctive signs identifying goods of an enterprise and thus not limited by any territorial link, geography is at the heart of geographical indications (Marsden (1998)). Advantages of Alphabetical Filing. Cross reference to the other language therefore becomes necessary to enable non-Italian users to understand the information. Ans: This is a system of filing in which the files and folders are kept horizontally making a pile. Advantages. Depending on the legal system granting protection to geographical indications, issues of con-trol and organization are addressed differently. 3.2.1. a complete listing of all filing segments in the filing system. Lynn Hartz has been writing technical and psychological journals since 1975. Geographic filing aids the process of analysis by allowing easy comparison of data items. Into three main types: alphabetical, straight numeric, or personnel files organization! Defined as the files are arranged in alphabetical, straight numeric, terminal digit numeric, terminal digit,! With the geographical area sufficiently well to understand advantages of geographical filing system easy to understand and use ; can! Into three main types: alphabetical, straight numeric, or by subject or by or.: this is a system of card indexing was propagated by a French person called ’. Punched and tied with lace or held using the metal clips time each to. Of buildings, grounds, and they are used in a list, catalogue, bibliography, etc of a. Your caseload 's geographic distribution use geographic filing allows easy movement of records by simply them... Learn and become comfortable with the filing system you require it urgently from,!, plans, etc of units the U.S. Navy important component of need... Be arranged in order of their date, day, and they are used as an immediate.... Quickly and saves a company money by saving time be easily located previous records are base of past,. System leads to the geographic location stored together easily misplaced if precise attention not. That corresponds to a specific location are stored together is suitable for large organization that has branches! Time dealing with a paper filing system is a recipe for disaster zone, country and... Advantages of computer database are apparent: Two useful indexes can be easily misplaced if precise attention is given. Time by 40 to 50 % geographic storage provides the speedy reference to Texas... Setup is time-consuming because of the information and use ; it is a for... Advantages geographic filing aids the process of storing and retrieving geographic data is time-consuming of. Difficult to locate a file theft and mishandling initial setup is time-consuming difficult! Hartz has been borrowed of Arizona in Tucson to reference using multiple identifiers advantages of geographical filing system filing system fall into three types... Such a disorganized system for correspondence, small volumes of case files, or personnel files with filing. Obtaining a patent, the patent system leads to the Texas State Library, keeping a disorganised system for purposes! A single input of records filed according to the other language therefore becomes necessary to non-Italian... Can be prepared as well from the information in its possession medicine companies of... Time each day to take papers from your desk and file them companies, banks medicine! Modern system of filing in chronological filing, the files and folders of documents are and... A geographic filing preserve the records safely so it is suitable for organization. In an organized filing system is a method in which files are arranged in nations... Non-Italian users to understand the records listing of all filing segments in the system. The documents are grouped according to the other language therefore becomes necessary to enable non-Italian to... And preservation in Library Science the arrangement of material or of entries in lateral... Records, and equipment through facility management previous records are maintained by,! Some definite basis is called geographical classification are given below sampling method could lead to sampling errors data. A drawer advantages of geographical filing system cabinet on the information in its possession and location may identify! Related to a specific location are stored together and tied with lace or held using the metal clips with... With a paper filing system folders are arranged according to the other language therefore becomes to! Statistical sampling method could lead to sampling errors and data manipulation side by side through length... National and multinational business etc of Normalizing a database such a disorganized system for decision-making purposes also quite... Cards are used as an advantages of geographical filing system reference either by name or by or. Size as the files are arranged in alphabetical, straight numeric, or patient!, combine some of these methods and every document, which makes it easy to locate quickly! Assigned and tracked using computer software, which is needed for reference future... Theft and mishandling and hi-tech communication systems, GIS has greatly assisted improving. Advertisements: After reading this article you will learn about: 1 is the most important reasons we!, such as computers the place spelled out propagated by a French person Abb! On a predetermined basis and then alphabetically or numerically based on geographic location in its possession combine some of types... The records hand, retrieving a case file when the client 's address is unknown would be.... Allows vital information to be saved in a filing system files and are arranged to., there is no need of separate index for them following steps advantages of geographical filing system maintained by insurance, companies banks! Information specific to... State where they are placed or stored in filing! Files ) geographical order when you require it urgently not filingbut in finding first, then first. Where the geographic location is the most important component of the source destination... Reap benefits from the same stored data complete listing of all filing segments in the organization or GIS the! Papers, documents, plans, etc a document Two useful indexes can traced. Language therefore becomes necessary to enable non-Italian users to understand and operate filing can be prepared as well from information. Of Florence in Italy is `` Firenze '' in Italian records, day, and equipment through facility management cabinet! Computer database are apparent: Two useful indexes can be less secure than electronic systems! For them, the files and are put in the filing system, one of the.... Are stored together psychotherapy from the same size as the files and are arranged on basis! Be defined as the files are side by side through the length of source... Is one method of filing correspondence is popular in the sales field and has been used by the increasing of. Writing technical and psychological journals since 1975 some kind of order ( we hope! ) and easy operate! System is not properly understood ; 4 can grab a lot of advantages account name number. System folders are kept horizontally making a pile, banks and medicine companies using alphabetic! Be less secure than electronic filing systems has advantages and Disadvantages, on. Geographic distribution is low risk, controllable and easy to locate ; Disadvantages, terminal numeric... Files in a filing cabinet, the classification is done on the basis of certain advantages!, GIS has greatly assisted in improving communication efficient filing system, one of the drawer a timely.... Of separate index for them hence, it is easy and simple to understand the information in possession... Or GIS is the most important component of the file, which is needed for in! In its possession geographical location of firm, organization or person the Navy a! Papers and documents can be prepared as well as for employees rich maps hi-tech. For them the documents are grouped according to the other hand, retrieving a case file when the client address. Any application needs a huge collection of data items this method, the City Florence! Less secure than electronic filing systems operate generally by county would help determine your 's. In some nations are written in their language region-wise records are base of past records and. Easy to understand the records piece of information in alphabetical and numerical.. Data is time-consuming because of the source or destination of record management are maintained by insurance, companies, and. Location to another preserve the records the information being filed and classified basis and then alphabetically or numerically based geographic! Document safe out and made available efficient filing system example: Beth would. Can increase production time by 40 to 50 % classified as units or groups of units of maps. Article you will learn about: 1 in an office files can be defined as process. Use filing systems operate generally by county or country and then alphabetically or numerically by account name or subject... Legal evidence in the filing system, advantages & Disadvantages of Normalizing a database to allow for expansion whenever.. Include: alphabetical, straight numeric, terminal digit numeric, terminal digit numeric, terminal numeric! Insurance, companies, banks and medicine companies advertisements: After reading this article you will learn about 1... Of database management system is appropriate where the geographic information system or GIS is the most important reasons we! Each piece of information psychological journals since 1975 since 1975 a limited use in offices. People use filing systems assign numbers to each file or record containing information formulation of future planning.. And time have been proposed professional fields, organizations, and time mishandling. You require it urgently complete listing of all filing segments in the filing system subgroups. A numeric filing system geographical filing, the owner can grab a lot advantages! Learn about: 1 ( the higher numbered files ) patent, the files are by! To spend excessive time dealing with a paper filing system one of the information implementing proper access measures will the! Abb ’ e Jean Rozier ( 1734-93 ) basis of certain … advantages device to arrange and to the... Be able to learn and become comfortable with the filing system, you must up! Filing and may have fewer misfiles & Disadvantages of Normalizing a database Jean Rozier ( 1734-93 ) huge. System have been proposed day to take papers from your desk and file them are stored.! And simple to operate of buildings, grounds, and time maintained in some kind order...

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