Some methods of filing have limited utility and are useful to small size office. The same type of documents is maintained in more than one department. Organizing office files may seem like a huge hurdle to cross. In the system, you have both the secondary and primary numbers which are made up of the last two digits and the first two respectively. Data storage, electronic transfer and the management of electronic business information are the basic function of an office automation system. 5. They take up much less space than static rows of shelving since the aisles compact together, and only one or two access aisles are needed at any given time. The next time you need a file, you will not have to go through piles of papers, hoping to find the right one. There is a system of getting coloured copies, however, the stencils used and different drums would have to be used for the same but this is a cumbersome process and a very costly one. Use a color-coding system. However, the use of this type of system is limited, as it often requires an index to help users find the files they seek, and high-activity files can become congested around the same numeric area. It should not, therefore, be used for very long runs of files. Mobile OSes include Apple iOS and Google Android. Besides, numerical-sequential classification, numerical-subject classification, alpha-numeric sequential … Unlike lateral file cabinets that require space for drawers, the vertical design of the open filing shelves take up as much as 60% less space and has shelves that are completely adjustable for storing whatever you need. Vertical files are the more traditional type, with a number of drawers ranging from two to ten, designed for a single file to fit vertically in the width. Medical offices, libraries and other locations often use numerical systems for filing. The system has six numbers separated into three groups by the use of a hyphen, for instance 45-67-78. The folders are folded in the middle to hold the letters and documents in them. The system should meet the individual users/departments needs. An external hard drive. Having a functioning filing system in any office is important. This system of filing is prevalent in the offices of municipality corporation, where the files have to be dealt with only by the particular person responsible for looking into the affairs of the files. Learn more about high density mobile shelving and their benefits as a storage system. Northern Michigan University: Standard Filing Systems, Texas State Library and Archives Commission: Filing Systems. • A definite “weeding” policy. An inflexible system is not useful after crossing a certain limit. Users of this type of system start by choosing the geographic area relevant to their search, then search alphabetically within that topic to find the specific information they seek. The best way to keep office documents organized is to have an easy filing system that you understand. Filing cabinets are attractive, as well as functional and help in improving the appearance of your office. Lateral filing. There are two main types of filing cabinets, vertical and lateral files. Color, when used appropriately, can make misfiles visible at a glance, facilitate retrieval, and facilitate weeding and purging. Whether you are the only one accessing files or you share with a staff, the filing system you choose must be organized so everyone can find what they're looking for. These units save space by eliminating the need for access aisles between shelving units, allowing more room for actual storage. Southwest Solutions Group® provides design and installation services for all types of filing equipment, office furniture, and file storage systems in a wide variety of business applications. Chronological systems, types of file system that works aid in ordering types! 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