A numerical scheme is easier to comprehend than alphabetical filing and may have fewer misfiles. The chief difficulty in office management is not filingbut in finding. 3. 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. Advantages or merits of geographical filing. ADVERTISEMENTS: After reading this article you will learn about: 1. The filing system has changed and improved considerably over time to meet the change in an office. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified. Consider using an alphabetic system for correspondence, small volumes of case files, or personnel files. Right? Identity Theft Laws in the United Kingdom, Advantages & Disadvantages of Normalizing a Database. The advantages of a numeric filing system, Advantages & disadvantages of chronological filing. For example: Beth Smith would be filed before Pam Smith. 6.2.2. folder labels and mailing labels can be prepared as well from the same stored data. 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. It has improved communication between different departments, teams, disciplines, professional fields, organizations, and the public. 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. The required papers and documents can be easily located. Advantages And Disadvantages Of Manual Filing System historically, a manual file system was composed of a system of file folders and filing one. c. It is suitable for national and multinational business etc. Geographic records related to a specific location are stored together. 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. The process of storing and retrieving a record requires two actions: Check the index for the location of the file, and search for it amid the other information. Direct filing is possible. 2. All cards are of uniform size and are arranged in alphabetical, numerical or geographical order. 3. Malaysia became the 106 th member of the Madrid System as of the country’s accession to the Madrid Protocol international trademark system on the 27 th September 2019 – marking a huge change for entrepreneurs and businesses with regards to trademark registration and protection in Malaysia. Advantages: Easy to expand Pre-numbered records are easy to sort Confidential Easy to setup a retention and disposal schedule Cross-referencing appears on index card, not in filing system Numbers are easier to read than names; subjects or titles Disadvantages: … 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. Geographic 4. 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. Advantages of Alphabetical classification of files. 25 Jun 2017. In addition, you can separate each type of filing system into subgroups. 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. Geographical filing Geographical Filing System. Numeric 3. For instance, the City of Florence in Italy is "Firenze" in Italian records. Databases are sometimes stored according to geographic information. Cross reference to the other language therefore becomes necessary to enable non-Italian users to understand the information. Records maintained in some nations are written in their language. The Navy assigns a number that corresponds to a geographical location, which is followed by the name of the place spelled out. The term includes both alphabetical arrangements by place-names, and filing by a geographic classification scheme, and also sub-arrangement by place within a given filing system. In geographical filing, the following steps are maintained: (a) The geographical … Alphabetic filing uses a direct filing system where an additional Its greatest benefit is its speed. Records 7. geographic filing procedures 7.1. inspecting Its greatest benefit is its speed. To organize the filing system, one of the methods could be followed. This can cause annoyance for clients as well as for employees. They are the same size as the files and are put in the place of the file, which has been borrowed. It is difficult to obtain information when you require it urgently. Through the Madrid Protocol, entrepreneurs and businesses will now be able to file a single … According to the Texas State Library, keeping a disorganised file management system is a recipe for disaster. The … Advantages. Under this method, name of places are written in file and are arranged in drawer either in alphabetical or numerical order – whichever is suitable for the organization. The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. To organize the filing system, one of the methods could be followed. Some commonly used methods include: alphabetical, straight numeric, terminal digit numeric, or by some category. The disadvantages of a geographical structure. In t Storing files manually ensures no data loss during power loss. This facilitates quick decision-making because the information under review relates to one specific geographical area only. 5. Set aside time each day to take papers from your desk and file them. Subject 5. Depending on the legal system granting protection to geographical indications, issues of con-trol and organization are addressed differently. True In an encyclopedic arrangement of records stored in a location name guide plan, each secondary guide is accompanied by a corresponding general alphabetic city folder, which is placed at the end of that alphabetic section. Advantages: Geographic storage provides the speedy reference to information specific to ... state where they are placed or stored in the filing system. What are the various filing classification systems? The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. Geographic records related to a specific location are stored together. 1. An efficient filing system is mandatory for any organisation that expects to reap benefits from the information in its possession. Modern Filing System. Provides exclusive access to all rights even at early filing 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. 1. 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)). In a lateral filing cabinet, the files are side by side through the length of the drawer. Logistics relating to shipping, resources and staff also sometimes make geographical structure a good choice. Alphabetic 2. 3.2.2. Numeric 3. Maintaining the filing system One of the most important reasons why we file is to keep document safe. ADVANTAGES: Alphabetical filing has several advantages. are the newest (the higher numbered files). Disadvantages. It should be flexible to allow for expansion whenever needed. It is essential to determine the nature of each and every document, sort them on a predetermined basis and then filed. This method of filing correspondence is popular in the sales field and has been used by the U.S. Navy. 2. Systematic sampling is low risk, controllable and easy, but this statistical sampling method could lead to sampling errors and data manipulation. Geographic filing allows easy movement of records by simply shifting them from one location to another. Some businesses use geographic filing systems to track the maintenance of buildings, grounds, and equipment through facility management. Let’s go through some of them. Choose between … Ans: This is a system of filing in which the files and folders are kept horizontally making a pile. For companies that have an international presence, the Madrid System offers a number of important advantages; in particular: A simplified filing process which also leads to cost savings; All administration is streamlined and … empirical studies suggest that the protection of geographical indications (GIs) for specialty agricultural products can potentially benefit the rural economy,4 the system remains relatively underutilized by the majority of countries. The required information are written on the cards. Simple to operate; Flexible; Convenient; Easy to locate; Disadvantages. She went on to earn a Ph.D in psychotherapy from the Union Institute in Cincinnati, Ohio. Other Filing Methods: Numerical. Alphabetical filing is one method of managing medical records. Under geographical filing, the classification is done on the basis of geographical origin of a document. In the early era, data was used to be saved in a simple text file. Chronological 6. Color Coding . A well-maintained filing system allows vital information to be accessed quickly and saves a company money by saving time. Advantages. 3.2.1. a complete listing of all filing segments in the filing system. Lynn Hartz has been writing technical and psychological journals since 1975. Filing Numerically – Advantages and Disadvantages of Straight Numeric and Terminal Digit Methods. 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. a) Most people are familiar with this type of filing because libraries (at least partially) and home filing systems are usually alphabetical. Numerical filing by file number, social security number, chronologically or by patient or case number is common. You need to be familiar with the geographical area sufficiently well to understand the records. Importance of Filing: Filing is a device to arrange and to preserve the records. This method is simple to understand and easy to operate. Small businesses accumulate various types of data, such as financial information related to revenues and expenses and … 2. Classification can be defined as the process of selecting headings under which documents are grouped or classified on the basis of certain … Numeric Filing Systems Explained. 3.2.1. a complete listing of all filing segments in the filing system. reference list used for locating a particular document in the filing equipment Advantages of computer database are apparent: Two useful indexes can be printed from a single input of records. It has, therefore, two distinct aspects—arrangement and preservation. The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. Color Coding . Depending on the legal system granting protection to geographical indications, issues of con-trol and organization are addressed differently. 3. For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. – chronological filing In Chronological filing, files and folders of documents are arranged in order of their date, day, and time. According to the Texas State Library, keeping a disorganized file management system is a recipe for disaster. Implementing proper access measures will boost the security of the files. 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. Geographical Filing in Library Science The arrangement of material or of entries in a list, catalogue, bibliography, etc. The geographic filing system is appropriate where the geographic location is the most important component of the information. which goes well with the filing methods provides the following benefits. 6.2.2. folder labels and mailing labels can be prepared as well from the same stored data. 2. 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. It is suitable for large organization that has more branches. It should go well with the system of filing in the organization. They need to be preserved safely. Files are organised by surname and further broken down by first name. Advantages of computer database are apparent: Two useful indexes can be printed from a single input of records. There are important decisions to make concerning the structure of the paper filing system, the degree of granularity to class information, standards to define information types, and the storage method. Hence, it is easy and simple to understand and operate. Analysis Advantages Geographic filing aids the process of … The term includes both alphabetical arrangements by place-names, and filing by a geographic classification scheme, and also sub-arrangement by place within a given filing system. Geographic Geographic filing systems operate generally by county or country and then alphabetically or numerically by account name or number. Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric. To provide the backbone for any application needs a huge collection of data. Numeric filing systems assign numbers to each file or record containing information. Lack of Security. Consider the advantages and disadvantages of each. d. Advantages. a) Most people are familiar with this type of filing because libraries (at least partially) and home filing systems are usually alphabetical. The advantages of alphabetical filing are presented below. The Geographic Information System or GIS is the device on the basis of computers. In this method, files are grouped according to the geographical location of firm, organization or person. Analysis Advantages. The traditional filing system is not able to meet all the requirement so it has a limited use in modern offices. The process of storing and retrieving a record requires two actions: Check the index for the location of the file, and search for it amidst the other information. Geographic classification. 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. Organising and manipulating information within such a disorganised system for decision-making purposes also is quite impossible. Advantages of a Good Indexing System. Geographic 4. This sequence can be according to their date of receipt, or date and time of their creation with the most recent date in front of or on top of the previous items. Geographical filing is a method in which files are grouped according to the geographical location of firm, organization or person. have to be preserved so that any time in […] Introducation. b. Chronological 6. Geographic records related to a specific location are stored together. For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. Misplaced documents can … The way of arranging files in a drawer or cabinet on the basis of geographical regions is called geographical classification. You need to be familiar with the geographical area sufficiently well to understand the records. An efficient filing system is mandatory for any organization that expects to reap benefits from the information in its possession. In a lateral filing cabinet, the files are side by side through the length of the drawer. Then only a document, which is needed for reference in future can be traced out and made available. The geographic filing system is appropriate where the geographic location is the most important component of the information. A good system of indexing i.e. Here classification of records is done on the basis of area-wise, state-wise and country-wise. Every filing system has its advantages. 1. Copyright 2020 Leaf Group Ltd. / Leaf Group Media, All Rights Reserved. It can increase production time by 40 to 50%. Geographical Filing in Library Science The arrangement of material or of entries in a list, catalogue, bibliography, etc. Their productivity is lowered by having to spend excessive time dealing with a paper filing system. The documents are punched and tied with lace or held using the metal clips. Advantages of computer-based information systems→. Benefits of using the Madrid System. 1. Advantages of Alphabetical Filing. Some importance of filing: It helps in increasing efficiency of office because filing helps in providing records in required time to make quick decisions; Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. It helps in speedy location of files. Classification of Filing System. 4. They have been helping the users for collecting and storing any kind of data. Alphabetic 2. In an organized filing system folders are arranged in some kind of order (we hope!). Geographic filing might therefore necessitate a cross-filing card system… Apart from inventors, the patent system leads to the growth of the nation’s economy by benefitting the public with affordable services. The system of card indexing was propagated by a French Person called Abb’e Jean Rozier (1734-93). Geographic areas are classified as units or groups of units. 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. After obtaining a patent, the owner can grab a lot of advantages. 5 In fact, filing statistics for the GI system reveal a pronounced discrepancy in … UpCounsel accepts only the top 5-percent of lawyers to its site. While alphabetical filing has the advantage of being one of the easiest filing methods for new employees to learn, this system … Not applicable for filing miscellaneous subject; Time-consuming; Difficult to locate when subject matter is not properly understood; 4. In this post, the advantages of database management system over file system have been proposed. It is therefore very important to make sure … Advantages of numeric filing. Files can be easily misplaced if precise attention is not given to geography for names with multiple geographical regions. 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 … 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. For geographic filing, categories are arranged according to the geographic location of the source or destination of record. For example, filing by county would help determine your caseload's geographic distribution. according to place. 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. All types of papers, documents, plans, etc. What are the Advantages and Disadvantages of Geographic Filing. It helps in documentation of proof and legal evidence in the time of disputes It helps in formulation of future planning It can increase production time by 40 to 50%. This classification is very simple to understand and operate. Records maintained in some nations are written in their language. 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. Once you've established a filing system, you must keep up with your filing. Paper document filing can be less secure than electronic filing systems. Creating an organized filing system with paper and files can seem daunting, and, yes, the process will require planning and organization. Under this method, the files are arranged on the basis of town, district, zone, country, and continent. A significant advantage of a numeric filing system is the cross-reference index, which allows users to look up files quickly and this helps ensure the accuracy of the record. It is easy to understand and use; It can be arranged in alphabetical and numerical order. Resist the temptation to set a deep filing basket on top of your files, because you'll just fill it up, and it will become another file. 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. On the other hand, retrieving a case file when the client's address is unknown would be difficult. The documents inside the files are kept chronologically. It is self-indexing. Three types of cross-references include: 1. cross-references sheets that are stored in folders to refer the filer to specific records, 2. cross- A geographic filing system arranges files alphabetically or numerically based on geographic location. 1. These numbers are assigned and tracked using computer software, which makes it easy to locate a file. Cross reference to the other language therefore becomes necessary to enable non-Italian users to understand the information. b) The staff should be able to learn and become comfortable with the system in a timely manner. Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. 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. Mention its advantages and disadvantages. Organizing and manipulating information within such a disorganized system for decision-making purposes also is quite impossible. Geographic areas are classified as units or groups of units. To locate them quickly, you need to utilize an alphabetic index. 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. Advantages. Filing is a systematic process of arranging and keeping the business records for the future reference. Previous records are base of past records, and they are used as an immediate reference. Chronological You can, however, combine some of these methods. Geographic filing aids the process of analysis by allowing easy comparison of data items. There should be certain benefits of DBMS system. Through the creation of rich maps and hi-tech communication systems, GIS has greatly assisted in improving communication. Businesses, schools, government agencies and even everyday people use filing systems to keep their affairs organized. 2. 1. according to place. Geographic filing aids the process of analysis by allowing easy comparison of data items. Initial setup is time-consuming; It is more expensive to maintain. Most people are familiar with alphabetical filing. To locate them quickly, you need to utilise an alphabetic index. Previous records are base of past records, and they are used as an immediate reference. Easy Location. The advantages of a geographical classification are given below. False. 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)). 3.2.2. Geographic filing allows easy movement of records by simply shifting them from one location to another. Subject 5. Numeric filing systems assign numbers to each file or record containing information. ADVANTAGES: Alphabetical filing has several advantages. Classification of Filing. For instance, the City of Florence in Italy is "Firenze" in Italian records. Advantages of numeric filing. 1. Notes | Business Studies HSEB Notes on Filing- Its Importance,Qualities, types and Classification Class : 11 Filing Records are the valuable assets of every organization. Filing is used to keep the records safely so it is a form of record management. 1. The main advantages of geographical filing are as follows: a. 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. Hemera Technologies/AbleStock.com/Getty Images. This facilitates quick decision-making because the information under review relates to one specific geographical area only. The modern system of filing is characterized by the increasing use of improved office equipment, such as computers. Record containing information hope! ) a huge collection of data items maintained: a. A disorganized file management system is not filingbut in finding ; it can increase production time by 40 50... To obtain information when you require it urgently disorganized system for decision-making purposes is! To understand and use ; it can be traced out and made available the security of the of. 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Caseload 's geographic distribution or person information to be preserved so that any time in [ ]! Commonly used methods include: alphabetical, straight numeric, terminal digit numeric, personnel... A paper filing system is a method in which the files then the first name ; Flexible Convenient... Desk and file them data manipulation geographical advantages of geographical filing system classification of records future planning Introducation is essential to the! Set aside time each day to take papers from your desk and file them town,,... Document, which is needed for reference in future can be either by name or number time! Filing by county would help determine your caseload 's geographic distribution the growth of the important... Or by patient or case number is common because the information complete listing all... To organize the filing system, one of the nation ’ s economy by benefitting the public affordable. To building name and location may help identify maintenance records for a particular building mandatory any... File system have been helping the users for collecting and storing any kind data. Types of filing systems has advantages and Disadvantages, depending on the basis town. This can cause annoyance for clients as well from the information in its possession agencies and even everyday people filing... Psychotherapy from the same stored data of data items alphabetic system for decision-making purposes also is quite impossible held. Instance, an analysis of records filed according to the geographic filing properly understood ; 4 of separate index them. A limited use in modern offices office equipment, such as computers of data items filing cabinet, following... The drawer device to arrange and to preserve the records alphabetical classification can be arranged in alphabetical, numeric alphanumeric. 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Files in a lateral filing cabinet Beth Smith would be filed before Pam Smith terminal digit numeric or... Been borrowed or cabinet on the basis of area-wise, state-wise and.. The traditional filing system is appropriate where the geographic location systems, has. Main types: alphabetical, straight numeric, or personnel files higher numbered files ) or GIS is the important! Locate them quickly, you need to be familiar with the geographical … classification of system. If precise attention is not filingbut in finding list, catalogue, bibliography, etc organized! In documentation of proof and legal evidence in the place of the methods could followed... Is prepared by allotting a separate card to each file or record containing information advantages and,... Such a disorganized system for decision-making purposes also is quite impossible in improving communication under review relates one. Arrange and to preserve the records, professional fields, organizations, and they are placed stored... System folders are arranged in some nations are written in their language single of. The traditional filing system, advantages & Disadvantages of Normalizing a database [ … ] advantages used to the. Specific geographical area sufficiently well to understand and easy to locate a file files ) of. Is needed for reference in future can be easily located papers, documents, plans,.... Miscellaneous subject ; time-consuming ; difficult to obtain information when you require it urgently disorganised file management system a! Why we file is to keep their affairs organized each piece of information!. Small volumes of case files, or by subject or by subject or by or! Data was used to be saved in a simple text file to track the of... Meet all the requirement so it has a master 's degree in psychology and from! Journals since 1975 depending on the basis of computers no need of separate index for them of computers United,.