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Bases of Classification of Office Files Cheat Sheet (DRAFT) by [deleted]

This is a draft cheat sheet. It is a work in progress and is not finished yet.


Classi­fic­ation of files refers to the process of selecting heading under which documents are grouped or classified on the basis of common charac­ter­istics. The bases of classi­fic­ation are as follows

Alphab­etical classi­fic­ation

The filing method under which files and folders are arranged in order of alphabets of the names of person or instit­ution concerned with such file is alphab­etical classi­fic­ation. It is most popular and common method of filing. In case name of more than one person starts with same letter then second letter of name is taken into consid­era­tion. It is flexible method. It is used in both small and large organi­zation.

Numerical classi­fic­ation

In this filing alphab­etical index is required. It includes name, address, phone number, subject and other inform­ation along with file number.
Files & folders are arranged in order of number.
All files & folders are given separate numbers.
Indirect method of classi­fic­ation of filing.

Subjective classi­fic­ation

Records are classified according to their subject;
Letters and documents are classified and arranged in files and folders into subject or sub-su­bject wise.
subject must be arranged alphab­eti­cally. Widely used where subject is more important than the name of the person or organi­zation.
All documents relating to same subject are filed together.

Geographic classi­fic­ation

Files are grouped according to the geogra­phical location of firm, organi­zation or person.
Name of places are written in file and are arranged in drawer either in alphab­etical or numerical order whichever is suitable for organi­zation.
It used in multin­ational companies or organi­zation located in many places ditant locations.

Chrono­logical classi­fic­ation

Files and folders of documents are arranged in an order of their date, day, and time.
Several letters and documents are arranged according to time and date when they were received and dispatched