Filing systems offer advantages and disadvantages to office settings. Although paper files are at your fingertips and easily accessible, they also take up a large amount of space and waste paper. Naturally, you download the document again but this time you place it in a location you can find. In setting up a new system, it is difficult to estimate how much space is to be allowed for each letter of the alphabet. This makes it easy to store large numbers of files and still be able to locate needed papers quickly, making these cabinets perfect for high-volume businesses. 1. Determining whether a traditional filing system is right for you depends on your business. Numerical classification can be further divided into various categories. Advantages of file-oriented system. Let us take an example of car manufacturing company. This will cause delay in locating the files. E-filing your taxes might appear to be the easiest, most convenient solution, but sometimes appearances can be deceiving. To access a single file, you are using twice the space and effort necessary. Simple methods should be selected. Thus, if a customer, is allotted the number 14, all papers and documents connected with him will be found in folder number 14. 5. While considering this factor, numerical system is highly flexible than other systems. If the subject classification is not understood properly, it will become difficult to locate a document. This will make the system costly. Under this system, files are arranged according to the location or addresses of the persons or parties to whom they relate. If the number of records increases, extensive rearrangements of guide cards and files became necessary. It cannot be easily demonstrated that any one filing system is better than any other, since every business must, of course, select the method or methods best suited to its particular purpose. Of them the most popular and effective system is Alpha Numerical System, which is a combination of numerical as well as alphabetical classification. This system is costly. On that note, here are some advantages and disadvantages you must know about having a paperless office. The main divisions of the alphabet can be further sub-divided and colour coding can be employed to facilitate selection and replacement of files. 1. The Telephone Directory is a good example of such a classification. Geographic filing aids the process of analysis by allowing easy comparison of data items. Poor Data Integrity. are also in usage. File descriptions are stored within each application program that accesses a given file. Under this method, records are filed in alphabetical order, but under each alphabet, there are numbered folders. This system is very popular in libraries. Also, dealing with some of the rules of alpha filing is confusing. 1. Each system should be examined with reference to certain important factors. Of any file system? Knowing the advantages and disadvantages of the discrete systems upfront will allow for an informed decision based on your single needs. Filing your taxes properly and on time is not only important for you as a citizen, since paying your taxes is a legal requirement, but it's important for the government, too. 3. Numeric systems are evaluated in other articles. The volume of transaction and the retention policy also affects the size of the filing system. Complexity Disadvantages 3. This article looks at numeric filing. It is difficult to know if a document has been copied or mishandled. File based Systems Approach Disadvantage of a database management system is that they generally don't do well in Binary Large Object storage (BLObs, or binary files like images), but that's easy enough to get around by using references to the file system or a different database. Implementing proper access measures will boost the security of the files. The system should be flexible enough to give scope for expansion. However, when you go back to read it, you can't find the document among the dozens of files on your hard drive. Disadvantages of e-Filing. new headings can be introduced at any point without disturbing the classification. it is more like a traditional DBMS system where the information is stored in the form of hierarchy. Data Redundancy ; Redundancy means having multiple copies of the same data. Some commonly used methods include: alphabetical, straight numeric, terminal digit numeric, or by some category. 2. 1. Tips Social Security has its advantages since it provides post-retirement income, gives recipients a choice when they want to receive benefits and allows eligible non-working spouses to receive benefits. 1. While there are many advantages to filing for a patent, there are some disadvantages as well. Classification systems may be either direct or indirect. Storing files manually ensures no data loss during power loss. In daily life, we come across various needs to store data. In practice, no single filing system is particularly suitable to all offices. If the number of records to be preserved is more, numerical systems should be used. The long, wide top surface can be used for additional storage. 1. Under this method, each folder or record is given a number and the files are arranged in the numerical order i.e. Some commonly used systems include: alphabetical, straight numeric, terminal digit numeric, or by a category. Hence the system should be capable of locating the records as quickly as possible. This system is adopted only when the subject or content of a letter is more important than the name of the correspondent. Filing Alphabetically - Advantages and Disadvantages, https://EzineArticles.com/expert/Teresa_Jackson/555833, http://ezinearticles.com/?Filing-Alphabetically---Advantages-and-Disadvantages&id=3996962. There should be certain benefits of DBMS system. Few of them are as follows: No redundant data: Redundancy removed by data normalization. It can be maintaining daily household bills, bank account details, salary details, payment details, student information, student reports, books in the library, etc. 2. Organizing Paper Filing Systems Pdf understanding color models a review how color coded filing works color coding files the pros cons chosen course advantages and disadvantages of python how it is dominating. Hence, it is not an independent system. They are: Whatever system is selected, it should be convenient to the organization. Each subject matter is kept in a separate file. The basic disadvantages (or limitations) of computer file-based processing system are described below. This system will operate efficiently only when there is an index. Duplication of files on conventional file systems is very common. Otherwise the system will become less elastic. In an organized filing system folders are arranged in some kind of order (we hope!). In this classification, folders or files are arranged in a strict numerical order from one onward. 6. Advantages. e) A cross-reference may be avoided if the situation is such that the name on the record is easily available. In spite of these limitations, it is the most suitable method of filing inward and outward letters and other documents, Generally, there is a separate file for each letter in alphabet. Must be IT-Literate. Right? Details of the invention are publicly disclosed. An index should be prepared, without index this system shall become inoperative. a) This system does not work well with very large filing systems. To file for a patent application, the inventor is required to make public the technical information about the invention. For additional information visit: ( http://www.efficiency-s.com ), Article Source: Advantage and Disadvantages of File-oriented system are given below. We will never sell or rent your email address. For example, correspondence with those whose names or surnames begin with ‘A’ will be classified and arranged together. A few disadvantages … Knowing the advantages and disadvantages of the various systems upfront will allow for an informed decision based on your particular needs. If records are misfiled, quick location shall become impossible. also adopt this system of classification. Then only a document, which is needed for reference in future can be traced out and made available. On the other hand, paper filing … Program-Data Dependence. There are useful provisions for miscellaneous papers. Disadvantages of Goods and Services Tax (GST) Taxation System. 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