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.
