2. (a) Terminal Digit System. This is a modified form of ntumenca system which is now being practiced in big organizations. This system solves the problem Created by dead' files in iwmerical system. Under this system numbers to files are given in four digits. The last two digits represent the classification and the first two digit represent the number of a particular tile For example, if the number of a file is 1432, the lastt o digits i.e.. 32 represent the classification of the file (e e., finance) and the first two digits i.e., 14 represent the number of a particular file. Naturally, the f les are first die ided into different classes and specific numbers are assigned to all the files filling mder that classification. 'I :
If the number of files is less, three digit classification may be used. A six digit classification will be used if the number of files is very large.
Advantages. This method ensures greater accuracy and is quite flexible. it has umlimited scope for expansion. It facilitates quick location. of files, the reason Is that number of the file itsehfserve the purpose of reference
Limitsttions. The cost of pi eparing and maintafiung the index is high More tine is needed to refer to the index. In addition it has all the disadvantages of numerical classification.
3. Atphanurnerically. This metltod is a combination of alphabetical and numierical systems. Under this systent alphabetical classification s supplemented by mumericad classification, for example, files of differed: customers are arranged m alphabetical order but a number is allctt e_ different customers whose names begin with A. For example. the hi!. ccustomer Ashok may be given the number A- 13 here A stands for th f --letter of the name and 13 stands for file No. 13 of this alphabet. Tlris system of ers the advantages of both alphabetical and al
stems. It has the ease of alphabetical svstem and accuracy- of - -: = stem, but this system is quite complicated. It is wide-i ml 'ale - -=-: livfiling infor lation about customers, clients, etc.
J. GeogrxptucalTly. Under this systenr the files are arranged omthe bags of geographical region or area, for example files relatirg to state of Andhra, Bihar and Kamataka will be arranged ir. that or ret and . if desired, fleas ruing to different districts of these states can be arranged separately.
This hem can be used in combination WitlT alphabetical or numerical seems. Foe eT.nnple, files of customers of Kerala can further be arranged in alpbxtical or nrrmerical order
Merits
ii) This system facilitates direct filing without reference to the index Reference can be linked up if geographical location only is klmlYn. i) Businessman can make an assessment of his success or failTJre in different regions if the files are kept on geographical basis. He can adopt suitable policies for each region on the basis of analysis of regional information I iaiitatioos
(i) There are chances of misplacement of letters if knowledge of geography of the user is poor. It is difficult to re.nernbe geographical location of all cities of a big country like Inilia A need for index may be Sit if the number of files if large.
5. ChronolDgicaliy. Under this system files relating to different years or periods are arramged date-wise. This method is generally used in combination with other methods. For exatnple, files for loans granted t o different persons may be arranged firstly id chronological order and then in alphabehcal order with the result that there will be different Sles t'or same debtors IDr loans granted to him in different years. This is good method for overall classification. It is useful when time elements is important as in the case of recovery of outstanding dues or vouchers -etc. This method can be of baldly any use when used in its pure form
6. SuhjecTlwise. This has been found to be the best method of classification in most of the cases and is the most commonly used method 1 finder this method files :are arranged on the basis of subject Papers re I at u ig tD rlifferent subjects like accounts, budget, advertisements, etc. are kept separately The files of different subjects, can further be arranged in alphabetical order This type of classification proves better where the subject is more important than tile name of the correspondent. Files on the same rapt relating to different correspondents can be arranged alphabetically so hftt:r,ystemlxcomes combination of subject and alphabetical classificahon.
fir Reed files c m be easily located if their subjects is knov n.