Question: What Is A Subject Filing System?

What is involved in a subject filing system?

Subject filing is a direct access storage system; no alphabetic index is necessary prior to storing and retrieving records.

The same steps used in processing alphabetic records–inspecting, indexing, coding, sorting, and storing–will be used in subject and geographic filing arrangements..

What is a good filing system?

Economy: The filing system should be economical in time, space, money and operations. The cost of installation and operation of filling system should be as low as possible. The selected filing equipment should occupy minimum space but can accommodate maximum number of files.

What are the four types of filing systems?

The most common filing systems are easy to implement and provide a means of effective file management.Alphabetic Filing. Alphabetic filing is the most common filing system for less than 5,000 records. … Numeric Filing. … Alpha -numeric Filing. … Paperless Filing Systems.

What is an alphabetical filing system?

Alphabetical filing is a method in which files and folders are arranged in order of alphabets of the names of person or institution concerned with such file. … In cases where the names of more than one person starts with same letter then second letter of name is taken into consideration, then third and so on.

What are the advantages of manual filing system?

AdvantagesLess expensive to set up.Correcting entries may be easier with manual systems, as opposed to computerised ones that can leave complicated audit trails.The risk of corrupted data is much less.Data loss is less of a risk, particularly if records are stored in a fire-proof environment.More items…•

What are the 3 types of filing systems?

Most Common Filing Systems Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified.

What are the five basic filing systems?

There are 5 methods of filing:Filing by Subject/Category.Filing in Alphabetical order.Filing by Numbers/Numerical order.Filing by Places/Geographical order.Filing by Dates/Chronological order.

What is the most common filing system?

Alphabetic systemsAlphabetic systems are the most natural and common method of arranging files. However, even the simplest alphabetic system requires establishing, filing standards, including written filing procedures, cross-reference methods, and practices for filing duplicate name changes, etc.

How do you start a filing system?

InstructionsGather All of Your Papers Together in One Spot. … Separate Your Papers Into Five Categories. … Declutter and Discard Documents and Files You No Longer Need. … Organize an Archive File. … Arrange a Household File. … Set up an Action File.

What is manual filing system?

Definition. A manual filing system is “a structured set of personal data that are accessible according to certain criteria.”

What is modern filing system?

Horizontal Filing system is a modern type of filing. The documents or letters are chronologically placed in folders one upon another in horizontal or flat position. The latest documents are placed on top and the oldest at the bottom in the folder.

What is the basis of a chronological storage system?

Chronological — a chronological system is most useful for records that are created and monitored on a daily basis. Folders are arranged by sequential date order. It is, however, recommended that chronological filing be avoided. Retrieval can be slow and difficult as few people tend to remember dates accurately.

What are the examples of manual system?

A manual system implies human interaction is needed to operate or react to input. … An example is automobile transmissions. … In production systems that manufacture things, they are said to be “automated” as fewer workers are needed and more robots or computer controlled machinery is used to make the product.

What is alphanumeric filing system?

n. a method for classifying materials for storage and access through use of letters and digits that represents a concept (Citations) “The records system shows the need for constant communication on a wide variety of topics associated with the operation of a successful commercial enterprise.

What is a chronological filing system?

Ordering documents and records in sequence according to their date of receipt, or date or time of their creation. The latest item is put usually in front (top) of the previous items.

What is a terminal digit filing system?

Terminal digit order: A system of filing using a six-digit number (or higher) that is divided into three parts, whereby the last two digits are considered primary. … Secondary digits: The middle two digits in the number. Tertiary digits: Any remaining digits.

What are the two most common filing techniques?

You have two basic methods: straight filing and draw filing. Here’s the difference between the two: Straight Filing: The first and most basic filing technique is called straight-filing, and involves pushing the file lengthwise across the work, making contact only on the forward stroke.

How do I organize my personal files?

Follow these steps to keep track of all of your files at all times.Decide Which Filing System Will Work for You. … Choose a File Naming System—Be Consistent. … Separate Personal and Corporate Files. … Organize Files into a Hierarchy of Folders. … Get Rid of the Clutter—Keep No Unnecessary Files.