Page 48 - Information Management 3rd Edition

Information Management
the files is possible. The system is also easy to understand. The biggest disadvantage of the system is that the bigger the system, the more difficult it is to maintain. It is also difficult to judge the future space needed and it might happen that there will be files with the same name.
The filing of documents according to geographical areas is mostly used in businesses involved in regional collaboration and in national and/or international trade.
Documents are filed according to subject when client information is not so important. A large problem with this system is the allocation of the most appropriate subject. The use of a cross-referencing system can be of great help with this.
The duplex-alphabetical system – This system is an outcome of the
Palphabeticral systeem and is m-ostlypused in laruge systemsb. Documents are filed in strict alphabetical order, namely A−a to A−c; A−d to A−f. Examples of this are the surnames Aäron to Ackermann and places Adendorf to Africa.
The numerical system – In this system each document, as it is created, is allocated a number. The letters of the alphabet are not taken into consideration. With this system it is very important to keep a well-
maintaine
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• Filing stock
In addition to the above important aspects of document management, the correct use of the most appropriate filing stock also plays an important role in document management. Filing stock includes folders and files, labels, guides, cross-reference cards, out-cards and colour coding.
– Folders and files – Folders and files enable documents that belong together
to be kept together in one place. They also help to identify documents and to keep documents safe. Folders and files come in various sizes and shapes. Standard sizes are used for letters and special sizes are used for other types of documents, for example, computer printouts or town plans.
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d index
to facilitat
e retri
eval of and
access to th
The duplex-numerical system – To facilitate expansion in the system, this
variation can be installed. Numbers are classified by assigning groups of
numbers representing hierarchy of concepts. For example, you might have
a file called Human Resource Policies which is number 2. Within that
file you have different sections of policies such as Leave 2.1 and Study
copy
Leave 2.1.1, etc. This system is mostly found in warehouses. This system
facilitates a higher degree of security, as files cannot be retrieved and
accessed without consulting the index.
The alpha-numerical system – This system is a combination of the alphabetical and numerical systems. Files are arranged alphabetically, but not strictly so. Files are also allocated a number, for example, J for the surname ‘Jones’ together with the number 28, indicates that Mr Jones is client number 28 with a surname starting with the letter J.
It is very important to note that documents should always be stored chronologically. This means that documents are stored according to the date of the document, with the most recent document at the front.
e documents.
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