Filing Methods: Alphabetical, Numerical,
geographical, chronological and subject
wise
Bases of classification of files
Classification of files refers to the process of selecting heading under
which documents are grouped or classified on the basis of common
characteristics. The bases of classification are as follows:
1. Alphabetical classification
The filing method under which files and folders are arranged in order of
alphabets of the names of person or institution concerned with such file is
alphabetical classification. It is the most popular and common method of
filing. In case name of more than one person starts with same letter then
the second letter of name is taken into consideration. It is a flexible
method. It is used in both small and large organization.
Advantages
Simple and easy to understand
Doesn’t need a separate index
It is flexible
Disadvantages
Time-consuming
Difficult to arrange files
Difficult to locate in case of common names
2. Numerical classification
The filing method under which files and folders are arranged in order of
number is called numerical classification. All files and folders are given
separate numbers. It is an indirect method of classification of filing. In this
filing alphabetical index is required. It includes name, address, phone
number, subject and other information along with file number.
Advantages
Suitable for large offices having a large number of files and folders
An accurate method of filing
It is flexible
A separate index can be easily developed using numbers.
Disadvantages
It is expensive
It is time-consuming
Not suitable for small organization
It is not easy to operate
Separate alphabetical index is required.
3. Subjective classification
In this filing method, records are classified according to their subject;
letters and documents are classified and arranged in files and folders into
subject or sub-subject wise. In this filing, subject must be arranged
alphabetically. It is widely used in those cases where subject is more
important than the name of the person or organization. All documents
relating to same subject are filed together in one file.
Advantages
Simple to operate
Flexible
Convenient
Easy to locate
Disadvantages
Not applicable for filing miscellaneous subject
Time-consuming
Difficult to locate when subject matter is not properly understood
4. Geographic classification
In this method, files are grouped according to the geographical location of
firm, organization or person. 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 organization. It is used in
multinational companies or those organizations whose business and
branches are located din many places of the nation or the world.
Advantages
Easy to understand and use
Can be arranged in alphabetical and numerical order
It used in those organizations whose business is engaged in
correspondence with the businesses all over the globe or the nation.
Disadvantages
Expensive
Not suitable for small scale organization
Time-consuming
No use of card or index
5. Chronological classification
In this method, files and folders of documents are arranged in an order of
their date, day, and time. In an office, several letters and documents may
be received and dispatched. They all are arranged according to time and
date when they were received and dispatched
Advantages
Simple to understand and easy to operate
Quickly located if their dates are known.
Less expensive
Disadvantages
Not suitable for large offices
When clear dates are not mentioned then there can be difficulty.
