Comparison of Filing Systems

Everyday, 21 million general theatrical role documents, 76 million letters, 234 million photocopies, and 6oo million electronic computer printouts, all in topic, be produced by organizations in America alone. These figures came out from a study by the International information Corp. All of these amount to paper-based files that are valuable to the maintenance and progress of introductions.However, as practically as resources only become assets if decently handled, these files are only of as such(prenominal) use as an institution knows where they are, and how to access the data they contain (Langemo and Robles).In order to interpret this, it is necessary for an agency or office to establish a register corpse that satisfies both the criteria of effectiveness and efficiency (Texas utter depository library and account Commission). For this, there are a number of selections. Therefore, it is essential to discriminate and contrast the features that each register form t erminate offer so that a reasonable choice can be made.Let us first consider the alphabetical filing strategy. Also referred to as a direct-access system, it is the most extensively make use ofed salmagundi system. As the term direct-access implies, its advantage is that it is easy because anyone wanting to access information from the files conduct not check with an index.A user only needs to identify the first letter of the label of the data in point and search for it among the files in the order that it appears in the alphabet. Though there is a amount prescribed in using an alphabetical filing system, most offices alphabetize their files loosely according to their prerogative scheme (Langemo and Robles).A seem upgraded version of the alphabetic system is the geographic classification system. In this system, files are arrange by geographic location, e.g. by city, county, province, state, region, or country, and are further positioned in alphabetical order. Today, gov ernment offices and petroleum industries still employ the Geographic classification system in filing land-oriented records (Langemo and Robles).Meanwhile, when certain part of records requires mathematical ordering, Numeric classification systems are employed. This type of filing system makes it easier to manage paper documents either by numbering the shore of end-tabbed folders, or by utilizing shelf filing equipment, computer index databases, and color cryptanalytics schemes (Langemo and Robles).Finally, when it is inappropriate to categorize records according to name calling either by individuals, organizations, institutions, locations, or agencies, force field filing systems are used. This system is change integrity into two arrangements dictionary and encyclopedic. When the topics of the files are arranged alphabetically, they are in dictionary arrangement. Meanwhile, in an encyclopedic arrangement, associated items in a field of operations file are classified alphabetic ally under a superior caption (Langemo and Robles).All of these four filing systems are discriminatory for specific types of files. It is up to the agencies to evaluate which among these filing systems is appropriate for them. Failure to identify this can lead to a waste of time, money, resources, or worse, legal complications. The decision making practices of an institution will significantly be more effective if fitting filing system is employed (Texas utter Library and Archives Commission).Reference CitedLangemo M., and Marcel Robles. Upgrade Your Office register System. Office Dealer and Office Solutions Magazine. Feature. declination 2001. 22 Sept. 2006. <http//www.os-od.com/stories/stories.php?Story_ID=6>.Texas State Library and Archives Commission. Filing Systems. Records Management Publications. Texas State Library and Archives Commission. 26 Sept. 2002. 22 Sept. 2006. < http//www.tsl.state.tx.us/slrm/recordspubs/fs.html>.