Their productivity is lowered by having to spend excessive time dealing with a paper filing system. Its greatest benefit is its speed. 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. Advantages And Disadvantages Of Manual Filing System historically, a manual file system was composed of a system of file folders and filing one. Initial setup is time-consuming; It is more expensive to maintain. It can increase production time by 40 to 50%. It is difficult to obtain information when you require it urgently. Advantages. 3.2.1. a complete listing of all filing segments in the filing system. 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. Alphabetic filing uses a direct filing system where an additional Geographical Filing in Library Science The arrangement of material or of entries in a list, catalogue, bibliography, etc. For instance, the City of Florence in Italy is "Firenze" in Italian records. Subject 5. Creating an organized filing system with paper and files can seem daunting, and, yes, the process will require planning and organization. This method is simple to understand and easy to operate. 1. It self-indexing. Businesses, schools, government agencies and even everyday people use filing systems to keep their affairs organized. For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. Classification can be defined as the process of selecting headings under which documents are grouped or classified on the basis of certain … It is therefore very important to make sure … reference list used for locating a particular document in the filing equipment The filing system has changed and improved considerably over time to meet the change in an office. Right? Files can be easily misplaced if precise attention is not given to geography for names with multiple geographical regions. A file-out card - file-out cards are used in a filing cabinet. Region-wise records are maintained by insurance, companies, banks and medicine companies. Analysis Advantages. 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. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified. Cross reference to the other language therefore becomes necessary to enable non-Italian users to understand the information. Geographical filing is a method in which files are grouped according to the geographical location of firm, organization or person. 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. Through the Madrid Protocol, entrepreneurs and businesses will now be able to file a single … Geographic 4. Databases are sometimes stored according to geographic information. The main advantages of geographical filing are as follows: a. It should be flexible to allow for expansion whenever needed. The advantages of alphabetical filing are presented below. have to be preserved so that any time in […] Consider using an alphabetic system for correspondence, small volumes of case files, or personnel files. A good system of indexing i.e. In the early era, data was used to be saved in a simple text file. Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. She went on to earn a Ph.D in psychotherapy from the Union Institute in Cincinnati, Ohio. This classification is very simple to understand and operate. What are the various filing classification systems? 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. 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. You need to be familiar with the geographical area sufficiently well to understand the records. Organizing and manipulating information within such a disorganized system for decision-making purposes also is quite impossible. It has improved communication between different departments, teams, disciplines, professional fields, organizations, and the public. 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. The process of sorting out the document on some definite basis is called classification of filing. Some businesses use geographic filing systems to track the maintenance of buildings, grounds, and equipment through facility management. 1. In this post, the advantages of database management system over file system have been proposed. Filing is a systematic process of arranging and keeping the business records for the future reference. 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. In an organized filing system folders are arranged in some kind of order (we hope!). To locate them quickly, you need to utilise an alphabetic index. 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. In a lateral filing cabinet, the files are side by side through the length of the drawer. The documents are punched and tied with lace or held using the metal clips. The geographic filing system is appropriate where the geographic location is the most important component of the information. Ans: This is a system of filing in which the files and folders are kept horizontally making a pile. c. It is suitable for national and multinational business etc. Geographic Geographic filing systems operate generally by county or country and then alphabetically or numerically by account name or number. ADVANTAGES: Alphabetical filing has several advantages. 7. geographic filing … In addition, you can separate each type of filing system into subgroups. 5. The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. according to place. All types of papers, documents, plans, etc. Maintaining the filing system One of the most important reasons why we file is to keep document safe. It has, therefore, two distinct aspects—arrangement and preservation. Lynn Hartz has been writing technical and psychological journals since 1975. are the newest (the higher numbered files). 1. Three types of cross-references include: 1. cross-references sheets that are stored in folders to refer the filer to specific records, 2. cross- Introducation. They are the same size as the files and are put in the place of the file, which has been borrowed. Advantages. Subject 5. Apart from inventors, the patent system leads to the growth of the nation’s economy by benefitting the public with affordable services. Previous records are base of past records, and they are used as an immediate reference. Geographic areas are classified as units or groups of units. Under geographical filing, the classification is done on the basis of geographical origin of a document. Geographic filing might therefore necessitate a cross-filing card system… Benefits of using the Madrid System. This can cause annoyance for clients as well as for employees. It can increase production time by 40 to 50%. Most systems put last name first, then the first name. Chronological 6. It is suitable for large organization that has more branches. Numeric 3. 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. 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. Files are organised by surname and further broken down by first name. Geographic filing allows easy movement of records by simply shifting them from one location to another. It is difficult to obtain information when you require it urgently. The disadvantages of a geographical structure. Geographic records related to a specific location are stored together. They have been helping the users for collecting and storing any kind of data. 3.2.1. a complete listing of all filing segments in the filing system. 2. 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. For instance, the City of Florence in Italy is "Firenze" in Italian records. In a lateral filing cabinet, the files are side by side through the length of the drawer. Classification of Filing. 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 … It is self-indexing. Filing is used to keep the records safely so it is a form of record management. 3. Advantages. 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. 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. b. Alphabetic 2. These numbers are assigned and tracked using computer software, which makes it easy to locate a file. Geographic classification. 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)). For example, filing by county would help determine your caseload's geographic distribution. The traditional filing system is not able to meet all the requirement so it has a limited use in modern offices. Depending on the legal system granting protection to geographical indications, issues of con-trol and organization are addressed differently. a) Most people are familiar with this type of filing because libraries (at least partially) and home filing systems are usually alphabetical. ADVANTAGES: Alphabetical filing has several advantages. An efficient filing system is mandatory for any organisation that expects to reap benefits from the information in its possession. Geographic filing aids the process of analysis by allowing easy comparison of data items. Advantages of numeric filing. This facilitates quick decision-making because the information under review relates to one specific geographical area only. Advantages. Small businesses accumulate various types of data, such as financial information related to revenues and expenses and … Advantages of Alphabetical Filing. On the other hand, retrieving a case file when the client's address is unknown would be difficult. Advantages or merits of geographical filing. For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. Lynn has a master's degree in psychology and English from the University of Arizona in Tucson. For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. The modern system of filing is characterized by the increasing use of improved office equipment, such as computers. Notes | Business Studies HSEB Notes on Filing- Its Importance,Qualities, types and Classification Class : 11 Filing Records are the valuable assets of every organization. It is essential to determine the nature of each and every document, sort them on a predetermined basis and then filed. To provide the backbone for any application needs a huge collection of data. Consider the advantages and disadvantages of each. It should go well with the system of filing in the organization. Paper document filing can be less secure than electronic filing systems. Lack of Security. Most people are familiar with alphabetical filing. The Navy assigns a number that corresponds to a geographical location, which is followed by the name of the place spelled out. 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. Geographic records related to a specific location are stored together. The geographic filing system is appropriate where the geographic location is the most important component of the information. Geographic filing aids the process of analysis by allowing easy comparison of data items. Depending on the legal system granting protection to geographical indications, issues of con-trol and organization are addressed differently. Other Filing Methods: Numerical. Records ... Alphabetical classification can be either by name or by subject or by geographical location. The documents inside the files are kept chronologically. 5 In fact, filing statistics for the GI system reveal a pronounced discrepancy in … 2. which goes well with the filing methods provides the following benefits.
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