Standard Grade
Administration
Area of Study 1:
Administrative Support
Unit 3 - Storage and Retrieval of Information
Unit 3b – Methods of Filing
Student Name ________________________
SG Administration
Unit 3 – Storage and Retrieval of Information
Contents Page
LESSON 1 – METHODS OF FILING ......................................................................... 3
Alphabetical Filing ................................................................................................................................................ 3
Advantages ......................................................................................................................................................... 3
Disadvantages .................................................................................................................................................... 3
Numerical Filing .................................................................................................................................................... 3
Advantages ......................................................................................................................................................... 4
Disadvantages .................................................................................................................................................... 4
Chronological Filing ............................................................................................................................................. 4
Advantages ......................................................................................................................................................... 4
LESSON 2 – MANUAL & ELECTRONIC METHODS OF FILING ............................. 5
MANUAL METHODS OF FILING - FEATURES ........................................................................................... 5
VERTICAL FILING CABINET ........................................................................................................................ 5
HORIZONTAL FILING CABINET .................................................................................................................. 5
LATERAL FILING CABINET ......................................................................................................................... 5
ROTARY FILING ............................................................................................................................................. 5
INDEXING ........................................................................................................................................................ 6
MANUAL METHODS OF FILING – ADVANTAGES & DISADVANTAGES ............................................ 6
Electronic Methods of Storage ............................................................................................................................. 7
ELECTRONIC STORAGE - ADVANTAGES .................................................................................................. 8
LESSON 3 – MICROFILM, CD ROMS & DVDS ........................................................ 9
LESSON 4 – EVALUATION & JUSTIFICATION OF METHODS ............................ 10
Unit 3b – Methods of Filing
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SG Administration
Unit 3 – Storage and Retrieval of Information
Lesson 1 – Methods of Filing
Methods of filing – alphabetical, numerical, chronological ........................................ F
Features, advantages and disadvantages of each method ......................................... F
METHODS OF FILING
Alphabetical Filing
o Alphabetical filing is filing using the first letter of the surname or the
company name.
o Direct method of filing
o Used in some format in all filing systems ie alphabetical filing is also used with
numerical filing systems.
Advantages
o It is a straightforward form of filing which is easy to understand and use
o Can be used by small and large organisations
Disadvantages
o Need to know filing rules in order to file documentation
o Manual system – may need a lot of space
o Can take some time to find a file
Numerical Filing
o Files are stored by number, and are placed in the filing cabinet, numerically
with the smallest number first.
o Numbers are difficult to remember therefore numerical filing needs an
alphabetical index (see Index Cards). The alphabetical cards contain basic
details with the numbers on each file, which make it easier to access the files.
o Numerical filing is useful for systems where many files will be added as
numbers are infinite (go on for ever) eg patient records in hospitals.
o Indirect method of filing.
o New files are given the next ‘new’ number.
o Tends to be used by large organisations.
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SG Administration
Unit 3 – Storage and Retrieval of Information
Advantages
o Easy to expand
Disadvantages
o Need to maintain an alphabetical index
o Can take some time to find the file as must refer to alphabetical index first
Chronological Filing
o In the chronological method of filing, files are
stored in date order.
o The most recent date first and then working
back to the oldest files.
o This method of filing is particularly suitable for
certain types of organisation eg those who deal
with dates or their customer’s files are dated.
Insurance companies may use this type of system
as they date the claims customers have made and the most suitable method of
filing this date is chronologically.
Advantages
o Most recent files are easily found (as they are at the front of the file).
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SG Administration
Unit 3 – Storage and Retrieval of Information
Lesson 2 – Manual & Electronic Methods of Filing
Manual methods of filing – features, advantages and disadvantages ..................... F
Electronic methods – scanning, file management (including database,
spreadsheet, word processing and graphics) ................................................................ F
Electronic methods – features, advantages and disadvantages ............................... F
MANUAL METHODS OF FILING - FEATURES
Manual storage systems involve storing documents by hand in a filing cabinet.
Manual systems need more equipment than electronic systems. There are many
types of equipment which can be used.
VERTICAL FILING CABINET
The most widely used manual system is the Vertical Filing System. Files are kept
in drawers and are stored in filing pockets one behind the other.
HORIZONTAL FILING CABINET
This type of filing system consists of wide, shallow drawers which allow files to
be stored without being folded or crushed. This type of system is particularly
suitable for maps, plans, architects drawings etc.
LATERAL FILING CABINET
Lateral filing takes up less floor space than a vertical filing system. It is
therefore suitable for organisations with large numbers of files and often used
in a Centralised Filing System. Files are stored side by side like books on a
shelf.
ROTARY FILING
This type of filing is used for folders which hold files. The folders are stored
together on each shelf and the whole unit can be turned for easy access. This is
also a more space saving system.
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Unit 3 – Storage and Retrieval of Information
INDEXING
Index cards or strips are used to store small amounts of information and there
are various methods of and reasons for indexing.
Index Cards
These are usually stored in a box. One card is completed with the main details of
each file. An index card will contain the very basic information and is generally
used with a numerical filing system. An index card is completed for each
customer and is kept in alphabetical order with the file number on it to aid in
the retrieval of files.
Cross Referencing
Firm’s may change their names due to mergers or take-overs. People may change
their names eg women who marry. To help people find an out-of-date name a
CROSS REFERENCE SHEET is completed.
Absent (Out) Files
If a file has been removed by a member of staff from the centralised filing
system it is essential that an ABSENT CARD is completed to ensure that there
is a record of where files are at any time. Strict control of files is very
important as files very often contain important or even confidential information.
MANUAL METHODS OF FILING – ADVANTAGES &
DISADVANTAGES
Advantages
The system is likely to be familiar to
staff – little training is likely to be
required to use the equipment.
Metal filing cabinets give some
protection to documents against fire
and flood, and wear and tear.
Metal filing cabinets will last a long
time.
People often prefer reading original
documents.
The drawers of filing cabinets will
usually be clearly labeled and tabs
placed on pockets so as to speed up
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Disadvantages
Metal filing cabinets are relatively
expensive.
Accidents may happen if filing cabinets
are not used properly (eg drawers left
open).
May be difficult to locate a document
quickly in large manual filing systems.
Boxes or cabinets may soon become
overloaded.
If the original document is lost or
stolen it is unlikely that the
organisation will have a back up copy.
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Unit 3 – Storage and Retrieval of Information
finding a file.
May take some time to go through files
and weed out old documents.
Electronic Methods of Storage
Hard Disk Drive
USB Flash Drive
CD-ROM
DVD
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Unit 3 – Storage and Retrieval of Information
ELECTRONIC STORAGE - ADVANTAGES
Although many organisations still use paper based, manual filing systems, more
and more are discovering the advantages of Electronic Filing ie Databases. A
database is a method of filing, using a computer system. Files are stored on the
computer instead of in any of the filing systems listed above. There are many
advantages of using a database:
 this is a space saving method of filing, as all files are stored on hard drives,
file servers or floppy discs which are much more compact than filing cabinets
 files are easily updated and edited
 database filing can be safer, as files can be protected by passwords confidential files can be given special access codes to stop unauthorised
access
 information is more readily accessed on screen and can be printed out if
required
 specific information can be accessed quickly and easily by searching the
database, rather than ploughing through sheets of information to find the
part you need
 files do not need to be organised in any particular order as files can be
accessed at the touch of a button
 more than one employee can access the information at the same time – if you
work in a large organisation with a mainframe computer, then different people
can access the system at the same time via their own PC’s – no need to borrow
or return files.
 may be able to access the information remotely – with a database you can be
on the other side of the world and still be able to access the information. In
a manual filing system you need to have the file in your hand in order to look
at it.
 Back up files can be created automatically
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Area of Study 1: Administrative Support
Unit 3 – Storage & Retrieval of Information
Lesson 3 – Microfilm, CD ROMs & DVDs
Microfilm ................................................................................................................................ F
CD ROM, DVD ....................................................................................................................... F
Unit 3b – Methods of Filing
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Area of Study 1: Administrative Support
Unit 3 – Storage & Retrieval of Information
Lesson 4 – Evaluation & Justification of Methods
When to use different methods ..................................................................................... G
Evaluation and justification of methods ........................................................................ C
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