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Types of filing systems

To organize the filing system, one of the methods could be followed.

                   1.       Alphabetic                2.       Numeric

                   3.       Geographic               4.       Subject

                   5.       Chronological            6.       Color Coding


Advantages of numeric filing

1.                  Its greatest benefit is its speed

2.                  It can increase production time by 40 to 50%

3.                  Provides a positive identification of the record and a degree of confidentiality too


Geographic filing

It is operated generally by province or country and then alphabetically or numerically by account name or numbers.


Subject Filing

This involves arranging of material by a given subject. It is done with the help of descriptive features choosing a word or phrase for each subject. It is the most difficult of all filing methods, moreover it is expensive to maintain also.

Chronological filing

This is filing by date used for bills of landing, copies of freight bills, canceled checks or as a reserve file. It is used where there is little or no reference made to the record.

Color Coding

During the past few yeas color-coding has become extremely popular. It converts the number or alphabets to colors.

Use the right printer


·        Use few colors as it means additional cost and time to complete your printing.

·        Prefer using standard ink colors.

·        Embossed printing costs more.

·        Organize your color printing such that you can print the same colors together.

·        It is wise to use the same color for all your company stationery and for all departments

·        Use the same paper by accommodating more copy in less space

·        Do not overprint your text on pre-printed letterheads. This will cost you twice as much

·        Reproduce copies of artwork needed by your regularly like company logo, letterheads, trademarks etc.



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