What is filling system in correspondence discuss classification of mail
Answers
Answer:
filling corospondence and paper for filling and archiving purpose. the registered file is an organized Assembly of documents kept together for use and relating to a specific subject, type of transaction of area of buisness
Answer:
The chief difficulty in office management is not filing but in finding. It is essential to determine the nature of each and every document, sort them on a predetermined basis and then filed. Then only a document, which is needed for reference in future can be traced out and made available. The process of sorting out the document on some definite basis is called classification of filing.
ADVANTAGES OF ALPHABETICAL FILING
1. Most people are familiar with alphabetical filing. Hence, it is easy and simple to understand and operate.
2. It is self-indexing. No separate index is needed for alphabetical filing.
3. This system is highly elastic i.e. new headings can be introduced at any point without disturbing the classification.
4. Chances for misfiling are minimized.
5. There are useful provisions for miscellaneous papers.
DISADVANTAGES OF ALPHABETICAL CLASSIFICATION
1. Alphabetical classification of filing is not always the fastest system i.e. it takes a long time to find papers in large organizations.
2. Difficulties may arise through the misspelling of names.
3. In setting up a new system, it is difficult to estimate how much space is to be allowed for each letter of the alphabet.
4. Dead files removed from the system leave gaps, which cannot be filled except by correspondence bearing the same or a very similar name.
5. If the number of records increases, extensive rearrangements of guide cards and files became necessary.
2. NUMERICAL CLASSIFICATION OF FILES
Numerical classification of filesNumerical classification of files – Types, Advantages, Disadvantages
Index will have to be maintained to facilitate location of and reference to a particular file.