Describe the essential elements of a good filing system, to include the advantages and disadvantages of the chosen methods of classification.
Filing systems come in many shapes and varieties, but a number of features are common across systems and can be considered essential elements of a good filing system;
Question 1: In your own words, describe the following elements of a good filing system:
In a general office environment, there are many ways of classifying information to ensure an efficient and effective filing system. Elements include both direct and indirect systems and can be further differentiated by such systems as Alphabetical, Numerical, Geographical, etc.
Scenario: You work for Hammy & Stern, a small law firm in Kildare Town. The filing system used is an alphabetical system, which is further sub-divided into categories, such as Clients, Suppliers, Finance, etc. The office deals with a variety of clients but mainly concentrates on Family Law and Consumer Rights. There are a total of three partners, two admin staff (full-time), and a cleaner (part-time). The firm has an arrangement with a local security group, who are responsible for opening and closing the premises.
a) an Alphabetical filing system and
b) a Numeric type filing system; give a minimum of two distinct advantages/disadvantages for each method, and use relevant examples to illustrate your answers.