The geographic filing system is appropriate where the geographic location is the most important component of the information. It is therefore very important to make sure … Records Numeric filing systems assign numbers to each file or record containing information. Most people are familiar with alphabetical filing. Set aside time each day to take papers from your desk and file them. Previous records are base of past records, and they are used as an immediate reference. Geographic Geographic filing systems operate generally by county or country and then alphabetically or numerically by account name or number. The advantages of a numeric filing system, Advantages & disadvantages of chronological filing. Numeric 3. Its greatest benefit is its speed. Filing is used to keep the records safely so it is a form of record management. The … Some commonly used methods include: alphabetical, straight numeric, terminal digit numeric, or by some category. Geographic filing aids the process of analysis by allowing easy comparison of data items. In t To provide the backbone for any application needs a huge collection of data. The traditional filing system is not able to meet all the requirement so it has a limited use in modern offices. Geographic areas are classified as units or groups of units. According to the Texas State Library, keeping a disorganized file management system is a recipe for disaster. Subject 5. 7. geographic filing … Advantages. For instance, locating a particular building would require a reference to a particular state, the city, the street and finally the name of the building. Alphabetic 2. Misplaced documents can … There should be certain benefits of DBMS system. Modern Filing System. Notes | Business Studies HSEB Notes on Filing- Its Importance,Qualities, types and Classification Class : 11 Filing Records are the valuable assets of every organization. An efficient filing system is mandatory for any organization that expects to reap benefits from the information in its possession. The index is prepared by allotting a separate card to each piece of information. Records maintained in some nations are written in their language. It should go well with the system of filing in the organization. Files can be easily misplaced if precise attention is not given to geography for names with multiple geographical regions. In contrast to trademarks, which are distinctive signs identifying goods of an enterprise and thus not limited by any territorial link, geography is at the heart of geographical indications (Marsden (1998)). In an organized filing system folders are arranged in some kind of order (we hope!). 1. Advantages: One advantage to using an alphabetic filing system is it allows the grouping of records pertaining to the same individual or company to be filed in one location. For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. On the other hand, where the link between the geographical name and the product relies on consumers’ existing knowledge of agricultural or culinary traditions, then the GI system offers producer groups decided advantages, notably in the breadth of protection and associated cost efficiencies in enforcing the intellectual property. It is suitable for large organization that has more branches. Geographic filing aids the process of analysis by allowing easy comparison of data items. For instance, the City of Florence in Italy is "Firenze" in Italian records. 1. Introducation. b) The staff should be able to learn and become comfortable with the system in a timely manner. Advantages of computer database are apparent: Two useful indexes can be printed from a single input of records. It is difficult to obtain information when you require it urgently. For example: Beth Smith would be filed before Pam Smith. To locate them quickly, you need to utilize an alphabetic index. according to place. The main advantages of geographical filing are as follows: a. The process of storing and retrieving a record requires two actions: Check the index for the location of the file, and search for it amid the other information. The term includes both alphabetical arrangements by place-names, and filing by a geographic classification scheme, and also sub-arrangement by place within a given filing system. The Navy assigns a number that corresponds to a geographical location, which is followed by the name of the place spelled out. It is easy to understand and use; It can be arranged in alphabetical and numerical order. All cards are of uniform size and are arranged in alphabetical, numerical or geographical order. True In an encyclopedic arrangement of records stored in a location name guide plan, each secondary guide is accompanied by a corresponding general alphabetic city folder, which is placed at the end of that alphabetic section. In the early era, data was used to be saved in a simple text file. They need to be preserved safely. Geographic filing might therefore necessitate a cross-filing card system… It is difficult to obtain information when you require it urgently. empirical studies suggest that the protection of geographical indications (GIs) for specialty agricultural products can potentially benefit the rural economy,4 the system remains relatively underutilized by the majority of countries. The way of arranging files in a drawer or cabinet on the basis of geographical regions is called geographical classification. Advantages of numeric filing. Maintaining the filing system One of the most important reasons why we file is to keep document safe. For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. 1. a) Most people are familiar with this type of filing because libraries (at least partially) and home filing systems are usually alphabetical. The advantages of a geographical classification are given below. Geographic records related to a specific location are stored together. Geographical filing is a method in which files are grouped according to the geographical location of firm, organization or person. This facilitates quick decision-making because the information under review relates to one specific geographical area only. The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. according to place. Geographical filing Geographical Filing System. Advantages of numeric filing. You need to be familiar with the geographical area sufficiently well to understand the records. Analysis Advantages Geographic filing aids the process of … The modern system of filing is characterized by the increasing use of improved office equipment, such as computers. That comes with a database management system. Apart from inventors, the patent system leads to the growth of the nation’s economy by benefitting the public with affordable services. The main downside of a geographical organisational structure is the potential conflict between local and central management, as individual divisions often take on a great deal of autonomy. Organising and manipulating information within such a disorganised system for decision-making purposes also is quite impossible. In a lateral filing cabinet, the files are side by side through the length of the drawer. Alphabetic 2. 2. It helps in speedy location of files. For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. Easy Location. Hence, there is no need of separate index for them. which goes well with the filing methods provides the following benefits. are the newest (the higher numbered files). ADVERTISEMENTS: After reading this article you will learn about: 1. Advantages. Paper document filing can be less secure than electronic filing systems. Advantages of Alphabetical classification of files. Filing Numerically – Advantages and Disadvantages of Straight Numeric and Terminal Digit Methods. Advantages. This classification is very simple to understand and operate. There are important decisions to make concerning the structure of the paper filing system, the degree of granularity to class information, standards to define information types, and the storage method. Alphabetical filing is one method of managing medical records. What are the Advantages and Disadvantages of Geographic Filing. 6.1. complete listing of all filing segments in the filing system 6.2. advantages of computer database are apparent:s. 6.2.1. two useful indexes can be printed from a single input of records. Through the creation of rich maps and hi-tech communication systems, GIS has greatly assisted in improving communication. In this method, files are grouped according to the geographical location of firm, organization or person. Systematic sampling is low risk, controllable and easy, but this statistical sampling method could lead to sampling errors and data manipulation. 2. Files are organised by surname and further broken down by first name. Lynn Hartz has been writing technical and psychological journals since 1975. Subject 5. Numerical filing by file number, social security number, chronologically or by patient or case number is common. The geographic filing system is appropriate where the geographic location is the most important component of the information. 1. To locate them quickly, you need to utilise an alphabetic index. The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. Then only a document, which is needed for reference in future can be traced out and made available. Mention its advantages and disadvantages. It has, therefore, two distinct aspects—arrangement and preservation. Cross reference to the other language therefore becomes necessary to enable non-Italian users to understand the information. A numerical scheme is easier to comprehend than alphabetical filing and may have fewer misfiles. Records maintained in some nations are written in their language. Importance of Filing: Filing is a device to arrange and to preserve the records. Geographic 4. Three types of cross-references include: 1. cross-references sheets that are stored in folders to refer the filer to specific records, 2. cross- Geographic areas are classified as units or groups of units. 25 Jun 2017. ADVANTAGES: Alphabetical filing has several advantages. 5. Filing is a systematic process of arranging and keeping the business records for the future reference. An efficient filing system is mandatory for any organisation that expects to reap benefits from the information in its possession. The documents are punched and tied with lace or held using the metal clips. reference list used for locating a particular document in the filing equipment The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. Identity Theft Laws in the United Kingdom, Advantages & Disadvantages of Normalizing a Database. Simple to operate; Flexible; Convenient; Easy to locate; Disadvantages. The process of storing and retrieving a record requires two actions: Check the index for the location of the file, and search for it amidst the other information. False. Alphabetic filing uses a direct filing system where an additional It has improved communication between different departments, teams, disciplines, professional fields, organizations, and the public. Under this method, name of places are written in file and are arranged in drawer either in alphabetical or numerical order – whichever is suitable for the organization. In addition, you can separate each type of filing system into subgroups. The term includes both alphabetical arrangements by place-names, and filing by a geographic classification scheme, and also sub-arrangement by place within a given filing system. ... Alphabetical classification can be either by name or by subject or by geographical location. The required information are written on the cards. Advantages of Alphabetical Filing. Small businesses accumulate various types of data, such as financial information related to revenues and expenses and … 3.2.1. a complete listing of all filing segments in the filing system. Chronological 6. The required papers and documents can be easily located. In this post, the advantages of database management system over file system have been proposed. 2. 2. Consider using an alphabetic system for correspondence, small volumes of case files, or personnel files. Geographic records related to a specific location are stored together. A significant advantage of a numeric filing system is the cross-reference index, which allows users to look up files quickly and this helps ensure the accuracy of the record. Advantages: One advantage to using an alphabetic filing system is it allows the grouping of records pertaining to the same individual or company to be filed in one location. 1. To organize the filing system, one of the methods could be followed. Filing by Places/Geographical order; Filing by Dates/Chronological order; These ways of filing is called classification and means organising things that are alike, together. For example, filing by county would help determine your caseload's geographic distribution. Every filing system has its advantages. A well-maintained filing system allows vital information to be accessed quickly and saves a company money by saving time. Malaysia became the 106 th member of the Madrid System as of the country’s accession to the Madrid Protocol international trademark system on the 27 th September 2019 – marking a huge change for entrepreneurs and businesses with regards to trademark registration and protection in Malaysia. Benefits of using the Madrid System. A geographic filing system arranges files alphabetically or numerically based on geographic location. All types of papers, documents, plans, etc. Under geographical filing, the classification is done on the basis of geographical origin of a document. Numeric Filing Systems Explained. Geographical Filing in Library Science The arrangement of material or of entries in a list, catalogue, bibliography, etc. Advantages: Easy to expand Pre-numbered records are easy to sort Confidential Easy to setup a retention and disposal schedule Cross-referencing appears on index card, not in filing system Numbers are easier to read than names; subjects or titles Disadvantages: … For instance, the City of Florence in Italy is "Firenze" in Italian records. It can increase production time by 40 to 50%. The system of card indexing was propagated by a French Person called Abb’e Jean Rozier (1734-93). – chronological filing In Chronological filing, files and folders of documents are arranged in order of their date, day, and time. What is flat filing system? It is essential to determine the nature of each and every document, sort them on a predetermined basis and then filed. Direct filing is possible. Region-wise records are maintained by insurance, companies, banks and medicine companies. Advantages And Disadvantages Of Manual Filing System historically, a manual file system was composed of a system of file folders and filing one. Advantages of computer database are apparent: Two useful indexes can be printed from a single input of records. Consider the advantages and disadvantages of each. 3. The documents inside the files are kept chronologically. 3.2.2. Some businesses use geographic filing systems to track the maintenance of buildings, grounds, and equipment through facility management. c. It is suitable for national and multinational business etc. This method is simple to understand and easy to operate. Advantages of a Good Indexing System. In a lateral filing cabinet, the files are side by side through the length of the drawer. Classification of Filing. 3.2.2. Resist the temptation to set a deep filing basket on top of your files, because you'll just fill it up, and it will become another file. have to be preserved so that any time in […] Under this method, the files are arranged on the basis of town, district, zone, country, and continent. UpCounsel accepts only the top 5-percent of lawyers to its site. Some importance of filing: It helps in increasing efficiency of office because filing helps in providing records in required time to make quick decisions; Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. The system has been updated and adjusted over time to accommodate new bureaus, departments and technology, but the Navy filing system is based on geographical location as an identifier. Previous records are base of past records, and they are used as an immediate reference. Creating an organized filing system with paper and files can seem daunting, and, yes, the process will require planning and organization. Implementing proper access measures will boost the security of the files. The advantage of this kind of filling system is that to provide you by province and country wise file and the disadvantage of this method is that ,if there were two provinces the same names in here there … You can, however, combine some of these methods. 3. According to the Texas State Library, keeping a disorganised file management system is a recipe for disaster. Color Coding . Most systems put last name first, then the first name. The disadvantages of a geographical structure. Databases are sometimes stored according to geographic information. Disadvantages. 6.2.2. folder labels and mailing labels can be prepared as well from the same stored data. This facilitates quick decision-making because the information under review relates to one specific geographical area only. Storing files manually ensures no data loss during power loss. A good system of indexing i.e. Geographic filing aids the process of analysis by allowing easy comparison of data items. 5 In fact, filing statistics for the GI system reveal a pronounced discrepancy in … Numeric filing systems assign numbers to each file or record containing information. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified. d. Advantages or merits of geographical filing. Through the Madrid Protocol, entrepreneurs and businesses will now be able to file a single … Geographic filing allows easy movement of records by simply shifting them from one location to another. Right? 3.2.1. a complete listing of all filing segments in the filing system. For geographic filing, categories are arranged according to the geographic location of the source or destination of record. Ans: This is a system of filing in which the files and folders are kept horizontally making a pile. Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. Their productivity is lowered by having to spend excessive time dealing with a paper filing system. Advantages. Logistics relating to shipping, resources and staff also sometimes make geographical structure a good choice. Advantages of computer-based information systems→. 3. Its greatest benefit is its speed. To organize the filing system, one of the methods could be followed. Not applicable for filing miscellaneous subject; Time-consuming; Difficult to locate when subject matter is not properly understood; 4. Cross reference to the other language therefore becomes necessary to enable non-Italian users to understand the information. Depending on the legal system granting protection to geographical indications, issues of con-trol and organization are addressed differently. 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Has been writing technical and psychological journals since 1975 psychology and English from the information under review relates to specific! Loss during power loss reference in future can be printed from a single input of records by shifting. And are arranged on the basis of geographical regions is called classification of in... Comprehend than alphabetical filing and may have fewer misfiles reference to information specific to... State where they are same. Reasons why we file is to keep their affairs organized required papers and documents can be secure! An immediate reference we hope! ) material or of entries in a list, catalogue bibliography. By surname and further broken down by first name personnel files by allotting a separate card each. Quickly and saves a company money by saving time is characterized by the U.S. Navy comparison. Not given to geography for names with multiple geographical regions is called geographical.... To track the maintenance of buildings, grounds, and continent defined as files!: ( a ) the geographical area sufficiently well to understand and use ; it is method. Single input of records by simply shifting them from one location to another /!