Page 26 - Office Practice and Accounting 10

method is very useful for those organizations which have scattered their customers
far and wide. Several district
and town guides may be used
for quicker reference of the file.
Separate almirahs or shelves are
fixed for different regions and
all the files relating to that region
are stored at one place fixed for
the purpose. In order to divide
the geographical groups into
sub-groups the alphabetical or
the numerical system can also be
used along with this system.

Advantages

i. It is very simple to understand and operate.
ii. Letter can be placed in the files without the help of an index.
iii Alphabetic and numeric arrangement can be applied.
iv. Speedy location of files and folders is possible.

Disadvantages
i. Poor geographical knowledge brings continuous error.
ii. Secrecy can't be maintained due to the use of name of region .
iii. Various guide cards are needed which is not suitable in small organizations.

4. Subjective classification

Under this system, files are
classified on the basis of their
subjects. For example, files
relating to salary are kept
separately and those relating
to advertisements in a different
place. The letters and documents
are classified according to their
subjects and further arranged
systematically in the drawer or
cabinet. Subjective filing is very
useful in courts, police station,
libraries, etc. where different
subjects are to be arranged.
Guide cards can also be used for quick location and identification of files. Files relating
to different subjects can also be sub-divided in alphabetic order if needed.

20 Office Practice and Accounting 10