Classification of Files

You can classify the files in different ways. Some important ways are given below:

i) Alphabetical classification: This is the simplest method of classification in which files are arranged strictly in alphabetical orders.

ii) Numerical classification: Under this method you can give supplier or subject a number and all the papers are placed in one folder bearing distinctive number as allotted. The folders are arranged in cabinet in the numerical sequence and guide cards are used to divide them into suitable groups of 10 or 20. The numerical filing may be combined with alphabetical system e.g. A-1, A-2, A-3 and so on and files are kept in this order. It is called 'Alpha-numerical filing' which is more flexible than the alphabetical or numerical filing.

iii) Chronological classification: In this method the papers are filed date wise in a sequence as and when correspondence has taken place. It is suitable for filing correspondence.

iv) Subject wise classification: Under this method, records are classified according to subject matters of papers. For example there may be one folder for the main subject Botany (general), Chemistry, Physics, Electronics, Zoology, and separate sub folders having lower plant, higher plants, physical chemistry, organic chemistry, inorganic chemistry etc.