How to file numerically

Numerical filing

Under this approach of filing, each correspondence is provided a specified number. Then, the papers are placed in a strict numerical order. For example, Number 100 might be allotted to Fernandez, all the papers relating to him is put in file No: 100. Like wise, number 101 may be allotted to Pelister. In this method the numerical classification is done.

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Image: Numerical classification of documents – Types, Advantages, Disadvantages


Generally deliver authorities are following the numerical classification while assigning registration numbers to motor vehicles.

Types of Numerical Filing

There are 3 forms of numerical filing. They are

1. Consecutive Classification

Folders or papers are arranged in a strict order from 1 onward. Each folder is numbered according to either subject or name and also put at the close to to the existing folders.

2. Dewey Decimal System

This kind of classification is offered in libraries. Each digit stands for one classification. For instance 123.456 represents sociology (1), business (2), Accounts (3), Decimal relates to Management Accounting (4), Accounts for Decision Making (5), Capital Budgeting (6).


3. Terminal Digit System

This type of classification is brought on to expedite referral and to facilitate the transfer of old records. Under this system, the first terminal digit is taken to be the digit in unit area, the second terminal digit in the tens place and so on. Thus, all the files with the exact same last two digits are filed together; then the files with the coming before two digits and also so on. For example

Under — 01:01, 101, 201, 301, etc.Under — 02:02, 102, 202, 302, etc.Under — 03:03, 103, 203, 303, etc.

This type of classification is highly suitable for the filing of sales invoices, orders and also the choose.

Advanteras of Numerical filing

The advantages of numerical classification are as follows:

1. It is straightforward to understand

2. Disarrangement of records is minimized.

3. The location of numbered files is extremely basic.

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4. The file number can be offered as a referral in future correspondence.

5. The development of records is extremely easy because the device is flexible.

6. The preparation of attend to list is incredibly basic.

7. It reveals particular valuable indevelopment favor the full variety of customers, orders and also the prefer.

Disbenefits of numerical filing

The disbenefits of numerical filing are provided below.

1. It needs a lot time in referring to the index and also locating the mentioned file.

2. This mechanism is costly. The reason is that tright here is a need of sepaprice index for them.

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3. Tright here may be psychological transpositions of numbers. For example, one have the right to read 450 rather of 415 which results in errors.