EDUCATION 101: FILLING

Filling

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This is the art of keeping and classifying records so that they can be produced quickly when needed. Records are arranged in order and then kept in a file or folder. Examples of documents kept are memo, letters, invoices, reports and any other document which need to be filled.

METHODS OF CLASSIFICATION OF FILES

Alphabetical Classification

In this method files are arranged alphabetically with the names written on the files. The person concerned or the user is supposed to observe the first or two letters when arranging the files in the cabinet.

Subject Classification

In this system, files are classified according to the subject matter regardless of the persons or organisations. They are arranged alphabetically. The system is useful in schools and colleges.

Numerical Classification

Is a filling system where each correspondence is given a number regardless of his or her name. Any new correspondence will be given the next consecutive number. Each number is shown on the foldr or it can be shown on the spine of the folder.

Alpha-Numerical Classification

Is a combination of both Alphabetical and Numerical classification. In this system, numbers and letters are used together to identify the file.

Chronological classification

In this type of filing, correspondence are arranged in a time system according to the date. This correspondence once received is arranged chronologically within the folder. The most recent correspondence is placed on top for easy access.

Geographical Classification

In this system, files are arranged on alphabetical order according to the location, such as country, region, county up to sub-county. This is often common with government offices.

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