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Advantages
i. It is the most systematic method because it can be used or adopted as per time and
situation.
ii. It is a flexible method because it can easily expand and reduce the documents and
files/folders.
iii. Since there is a separate index, it is easy and quick to find out any of the files with the
help of index cards and catalogues.
iv. It is useful for those organizations which have large number of files because there is
no any limit to the numbers to classify the ever increasing records.
v. It is a must to the organizations like traffic police, insurance company, library, etc.
which use numbers of the correspondents instead of their names.
vi. It is a secret method of filing as only a number is allotted to the file which does not
provide any information to the outsiders.
Disadvantages
i. This method is expensive because it needs separate index and trained manpower to
handle it. Thus, smaller and poorer firms cannot adopt it.
ii. It is not suitable for those offices which use names of the correspondents or subject
instead of the numbers.
iii. This method is more time consuming while referring the guide cards and index
cards to know the numeric code.
iv. It is more complex and difficult to understand. So, staff without having technical
knowledge cannot use it.
v. It consumes more space due to arrangement of folders in vertical position and
separate card index.
vi. It is quite impossible to remove the useless file because the number given to a
particular file cannot be removed.
C. Geographical Filing Method

Geographical filing method is that, which classifies
the records/ documents according to the geographical
location of places, then again the documents of each
location are classified in alphabetical or numerical order.
This method is mostly applied by those organizations,
which operate the business all over the country or many
countries of the world. The classification may be made
country wise, province, zone, district, state wise, or town Geographic filing method
wise order. Post offices, mail order business, public utility
service organizations, banking institutions use this method to classify, and arrange their
records. It applies, at least, two classification one, on the basis of places, the other, on the
basis of alphabet, number or subject but within the geographical classification.

Key Point The process of classifying the files and folders according to the geographical
locations and arranging them in alphabetical or numerical order in the
separate cabinet or drawer is known as geographical filing method.

26 Aakar’s Office Practice and Accountancy - 10 Filing 27