Alphabetical filing
INSTRUCTOR: Ranjeet Yadav
ananayaaccountancy blogspot.com
Class 10 and 11
Alphabetical filing
In the way of arranging the file and folders in the drawers or cabinet according to the orders of the name of the person or organisation is called alphabetical filing method. The files are arranged from front to back or right to left according to the orders of alphabetical like a ,b,c……..or A,B,C in English script. The names of the person or organisation are taken as base for arranging the files. So the names are mention on the tab of each of folder. The surname is mention at first followed by first name and middle name. If a person has any title, it should be parenthesized i.e kept in brackets at last.
Advantages /Merits of alphabetical filing
Simple _the files are arranged in alphabetical order. Hence this is a simple method and easy to use.
Economical _it does not need a separate index to locate the files. So this is an economical method.
Flexible _there is no difficulty in adding new file or removing unnecessary files. Show this is of flexible method
Suitable _this method is suitable for all the organisation irrespective of their size.
Appropriate for the names _this method is more appropriate to the organisation where names are more important than numbers.
Disadvantages/Demerits of alphabetical filing
Unsuitable for large organisation _this method is not suitable for the organisations which have a very large number of files. It may be difficult to arrange many files due to the limited alphabet.
Not appropriate for the numbers _this method is not suitable for the organisation where numbers are more important than names due to their nature of operation
Difficult for the same name _it becomes difficult to arrange and locate the files of the person and organisation with the same names.
Lack of secrecy _under this method names are mention in files. Hands it is not possible to maintain secrecy.
Alphabetical filing
INSTRUCTOR: Ranjeet Yadav
ananayaaccountancy blogspot.com
Class 10 and 11
Alphabetical filing
In the way of arranging the file and folders in the drawers or cabinet according to the orders of the name of the person or organisation is called alphabetical filing method. The files are arranged from front to back or right to left according to the ordersof alphabetical like a ,b,c……..or A,B,C in English script. The names of the person or organisation are taken as base for arranging the files. So the names are mention on the tab of each of folder. The surname is mention at first followed by first name and middle name. If a person has any title, it should be parenthesized i.e kept in brackets at last.
Advantages /Merits of alphabetical filing
Simple _the files are arranged in alphabetical order. Hence this is a simple method and easy to use.
Economical _it does not need a separate index to locate the files. So this is an economical method.
Flexible _there is no difficulty in adding new file or removing unnecessary files. Show this is of flexible method
Suitable _this method is suitable for all the organisation irrespective of their size.
Appropriate for the names _this method is more appropriate to the organisation where names are more important than numbers.
Disadvantages/Demerits of alphabetical filing
Unsuitable for large organisation _this method is not suitable for the organisations which have a very large number of files. It may be difficult to arrange many files due to the limited alphabet.
Not appropriate for the numbers _this method is not suitable for the organisation where numbers are more important than names due to their nature of operation
Difficult for the same name _it becomes difficult to arrange and locate the files of the person and organisation with the same names.
Lack of secrecy _under this method names are mention in files. Hands it is not possible to maintain secrecy.
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