Classification is selection of headings for grouping of documents and files. It is done to file and locate documents easily and quickly. They are methods of filing.
Name is important for filing. The files are classified according to name of persons or organizations. They are arranged in drawers in alphabetical order. Guide cards separate the files in sections. It is known as dictionary method. For example; English alphabets: A to Z or Aa to Az. The tab of file contains name of person or organization.
Number is important for filing in this basis. The files are classified according to number. Each file is given a separate number. The files are arranged in drawers in numeric order. The tab of file contains a number. A card index is used to locate the number of a person or organization.
Subject is important for filing. The files are classified according to subjects. Each subject is given a file. Files are arranged in drawers according to alphabet of the subject. The tab of file contains subject of file. Guide cards are used to separate files in sections.
4. Geographical filing basis
Geographical location is important for filing. The files are arranged according to geographical location in alphabetical or numeric order. For example, states, regions, municipalities and villages.
Also Read:
Filing is done date wise. The files are classified date wise and time wise. For example:
* Copies of outgoing mails are filed date wise in files.
* Records of employees are kept date wise.
The bases of classification of filing are as follows:
1. Alphabetical filing basis
Name is important for filing. The files are classified according to name of persons or organizations. They are arranged in drawers in alphabetical order. Guide cards separate the files in sections. It is known as dictionary method. For example; English alphabets: A to Z or Aa to Az. The tab of file contains name of person or organization.
2. Numeric filing basis
Number is important for filing in this basis. The files are classified according to number. Each file is given a separate number. The files are arranged in drawers in numeric order. The tab of file contains a number. A card index is used to locate the number of a person or organization.
3. Subject filing basis
Subject is important for filing. The files are classified according to subjects. Each subject is given a file. Files are arranged in drawers according to alphabet of the subject. The tab of file contains subject of file. Guide cards are used to separate files in sections.
4. Geographical filing basis
Geographical location is important for filing. The files are arranged according to geographical location in alphabetical or numeric order. For example, states, regions, municipalities and villages.
Also Read:
5. Chronological filing basis
Filing is done date wise. The files are classified date wise and time wise. For example:
* Accounts voucher are arranged in files date wise.
* Copies of outgoing mails are filed date wise in files.
* Records of employees are kept date wise.
In this method, the oldest document is at the bottom and the most recent document is on the top of file.
