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Disadvantages arrangement of Decentralized or departmental filing

Decentralized or departmental filing implies the location of filing equipment and staff in each department.

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Disadvantages of Centralized and Decentralized Filing

However, there are certain disadvantages also in Centralized filing

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Advantages of Centralized and Decentralized Filing

The main advantages of this arrangement are as follows

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Centralized vs. Decentralized Filing

In any large business establishment, the management hat to decide whether filing should be centralized in the main office or Decentralized, (i.e., spread among the different departments). The main object of filing is speedy and accurate location of records at minimum cost.

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Visible Card Records

Visible card records are placed in flat trays or slides in such a manner that they overlap each other. The holding devices have extensions which are held securely under the flanged sides of the containers.

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Visible Loose Leaf Records

Visible loose-leaf records are maintained on the basis of the visible principle to loose-leaf books.

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Advantages of Visible Records System

The advantages of a visible principle are mainly three

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Visible Records System

A particular adaptation of the vertical filing system is the Visible Records System, in which looseleaf or card records are maintained in such a manner tat any particular card or sheet can be identified visually with maximum speed and convenience for making entries or reference.

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Lateral Filing System

One of the latest filing systems in use is what is called 'lateral filing system'. It consists of files vertically placed across the width of a cupboard or open unit with four or five shelves an as many rows of files.

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Open-shelf Filing

In the U.S.A. there is a recent trend towards open-shelf filing. This is particularly noticeable where materials have been accumulated in packets or large envelopes.

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Suspension Filing

When folders are arranged vertically in a cabinet, there is the possibility of their slipping down or sagging lower down the drawer out of sight.

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Merits of Vertical Filing

The vertical method of filing, which has been described as the best method of filing, has the following advantages as compared with the horizontal method

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Vertical Filing

This is the most modern system of filing. It has grown essentially out of the drawbacks and defects of the horizontal method under which papers are so arranged that it is impossible to refer to them at short notice.

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Horizontal Filing

Under this method, the papers are inserted in files or folders and the folders are kept in drawers in horizontal position-one upon the other.

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Modern Methods of filing

New filing equipment has now come into use in modern offices of large-sized business units.

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Filing Methods

Of the various methods of filing, some have limited utility and are useful for small concerns where the volume of papers in comparatively smaller.

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Geographical Filing

When it is desirable that records should be maintained by territories or geographical area, the geographic system of filing is the most suitable system to adopt.

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Alpha-numerical Filing

The use of this basis obviously involves combination of the first two bases.

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Numerical Filing

Folders containing letters pertaining to particular correspondents or subjects may be assigned numbers and arranged numerically.

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Alphabetical Filing

On this basis, the letter and folders containing letters from various correspondents or relating to various subjects are arranged according to the first alphabet with which the name (or surname) of correspondent or the title of the subject begins.

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