Determining classification methods. There are several classification methods used in filing. You should determine the most suitable method according to the records you are dealing with. The options are:
• alphabetical
• numerical
• alpha-numerical
• geographical
• subject
• chronological
• colour coding.
In this method, files are arranged in strict alphabetical order (A, B, C, etc.). If you are filing by name, use the surname. The filing drawer should have a divider for each letter of the alphabet, and files are placed behind the dividers, which are usually a different colour from the other files, and protrude beyond them – i.e. all the surnames beginning with ‘A’ are filed alphabetically behind the divider ‘A’. You should place a ‘General’ file behind each divider for any irregular correspondence or documentation. If more than one drawer is used, attach a card to the outside of the drawer indicating which files are kept in that drawer, for example, Drawer 1: ‘A to C’, Drawer 2: ‘D to G’, etc.
Index card system
In order for the numbers to be meaningful, an index card system should be created for each file. The index cards should be arranged alphabetically. To find K Brown’s file, you would look up the file number in the index card drawer, then you would look for file number 12 in the filing cabinet.
This is a combination of the alphabetical and numerical classification systems. Files are arranged alphabetically according to only the first letter of the surname. They are not necessarily in a strictly alphabetical order, for example, each new file in the ‘M’ category will be given a consecutive number and be placed behind the ‘M’ guide card at the back of the other files that are already filed. The first letter of the surname and the number will be written on the file. For example, if the last file created was labelled ‘M6’, and you open a new file for P Mono, his or her file will be labelled ‘M7’.
An index card system is also necessary in alpha-numerical classification – the index cards are arranged alphabetically, as they were for the numerical index cards. To find a file you should first look up the file number in the index card drawer, then look for the file in the correct filing cabinet.
• alphabetical
• numerical
• alpha-numerical
• geographical
• subject
• chronological
• colour coding.
Alphabetical classification
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| Alphabetical filing |
Numerical classification
In numerical classification each file is allocated with a consecutive number and files are arranged in sequence according to their file number. Numerical guide cards protrude just as with the dividers in alphabetic filing, indicating the range of file numbers that follow, for example, ‘1–10’, ‘11–20’, etc. |
| indexing card system |
In order for the numbers to be meaningful, an index card system should be created for each file. The index cards should be arranged alphabetically. To find K Brown’s file, you would look up the file number in the index card drawer, then you would look for file number 12 in the filing cabinet.
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| Numerical filing with an index card system |
Alpha-numerical classification
This is a combination of the alphabetical and numerical classification systems. Files are arranged alphabetically according to only the first letter of the surname. They are not necessarily in a strictly alphabetical order, for example, each new file in the ‘M’ category will be given a consecutive number and be placed behind the ‘M’ guide card at the back of the other files that are already filed. The first letter of the surname and the number will be written on the file. For example, if the last file created was labelled ‘M6’, and you open a new file for P Mono, his or her file will be labelled ‘M7’. |
| An index drawer is used with numerical and alpha-numerical |
An index card system is also necessary in alpha-numerical classification – the index cards are arranged alphabetically, as they were for the numerical index cards. To find a file you should first look up the file number in the index card drawer, then look for the file in the correct filing cabinet.
Geographical classification
Files are classified according to areas, towns, regions or countries and correspondence relating to a specific geographical area is filed accordingly. For example, a town planner may file documents according to streets or suburbs. Subject classification Documents are filed according to subject, for example, Municipality Accounts, Vehicle Licences, Medical Aid, Annual General Meetings, Proof of faxes sent, Telephone accounts, etc.Chronological classification
Files are classified according to day, date, month or year, depending on the requirements of the business. For example, bank payment printouts will be filed in monthly order with the latest month on top or in front of previous months.Colour coding
Colour coding is usually used in conjunction with one of the abovementioned classification systems. When files are classified according to colour codes they are more easily traced. If a file has been misfiled the colour will indicate that it is in the wrong place, for example, if ‘M’ files are green and ‘N’ files are yellow, a misfiled ‘M’ file would be obvious amongst the ‘N’ files.Related Posts
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