Introducation. Depending on the legal system granting protection to geographical indications, issues of con-trol and organization are addressed differently. Importance of Filing 2. 1. It is self-indexing. Let’s go through some of them. She went on to earn a Ph.D in psychotherapy from the Union Institute in Cincinnati, Ohio. What are the various filing classification systems? Advantages of numeric filing. Files are organised by surname and further broken down by first name. To locate them quickly, you need to utilise an alphabetic index. Misplaced documents can … There should be certain benefits of DBMS system. 1. 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. Geographic filing allows easy movement of records by simply shifting them from one location to another. Filing helps in protection of important documents from fire, dust, insects, theft and mishandling. Ans: This is a system of filing in which the files and folders are kept horizontally making a pile. 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. It is difficult to obtain information when you require it urgently. This makes it easy to store large numbers of files and still be able to locate needed papers quickly, making these cabinets perfect for high-volume businesses. Hemera Technologies/AbleStock.com/Getty Images. Disadvantages. Direct filing is possible. To provide the backbone for any application needs a huge collection of data. Advantages And Disadvantages Of Manual Filing System historically, a manual file system was composed of a system of file folders and filing one. Geographical Filing in Library Science The arrangement of material or of entries in a list, catalogue, bibliography, etc. b) The staff should be able to learn and become comfortable with the system in a timely manner. 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. Classification of Filing System. They need to be preserved safely. 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. are the newest (the higher numbered files). Its greatest benefit is its speed. Advantages of computer database are apparent: Two useful indexes can be printed from a single input of records. Geographical filing is a method in which files are grouped according to the geographical location of firm, organization or person. This method of filing correspondence is popular in the sales field and has been used by the U.S. Navy. 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. UpCounsel accepts only the top 5-percent of lawyers to its site. Region-wise records are maintained by insurance, companies, banks and medicine companies. The chief difficulty in office management is not filingbut in finding. Geographical filing is useful for export houses, mail-order business houses, advertising companies and the companies with large number of branches at different cities or areas. In a lateral filing cabinet, the files are side by side through the length of the drawer. 3.2.2. 2. Geographic areas are classified as units or groups of units. Records maintained in some nations are written in their language. It is suitable for large organization that has more branches. 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. Lynn Hartz has been writing technical and psychological journals since 1975. Most people are familiar with alphabetical filing. 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. Then only a document, which is needed for reference in future can be traced out and made available. The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. 1. a) Most people are familiar with this type of filing because libraries (at least partially) and home filing systems are usually alphabetical. In addition, you can separate each type of filing system into subgroups. It is therefore very important to make sure … 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. For instance, the City of Florence in Italy is "Firenze" in Italian records. 1. For geographic filing, categories are arranged according to the geographic location of the source or destination of record. A file-out card - file-out cards are used in a filing cabinet. The main advantages of geographical filing are as follows: a. Cross reference to the other language therefore becomes necessary to enable non-Italian users to understand the information. 2. Databases are sometimes stored according to geographic information. Geographic classification. Advantages of a Good Indexing System. 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. 3.2.1. a complete listing of all filing segments in the filing system. Alphabetic filing uses a direct filing system where an additional Consider the advantages and disadvantages of each. This facilitates quick decision-making because the information under review relates to one specific geographical area only. Previous records are base of past records, and they are used as an immediate reference. These numbers are assigned and tracked using computer software, which makes it easy to locate a file. Geographic records related to a specific location are stored together. Numeric filing systems assign numbers to each file or record containing information. Lack of Security. 6.2.2. folder labels and mailing labels can be prepared as well from the same stored data. In t 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. Advantages. ADVANTAGES: Alphabetical filing has several advantages. Not applicable for filing miscellaneous subject; Time-consuming; Difficult to locate when subject matter is not properly understood; 4. 2. 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. All cards are of uniform size and are arranged in alphabetical, numerical or geographical order. The person responsible for maintaining the system can us the file-out book to check who has which files an remind them to return it. reference list used for locating a particular document in the filing equipment Subject 5. It helps in speedy location of files. You can, however, combine some of these methods. For instance, the City of Florence in Italy is "Firenze" in Italian records. It can increase production time by 40 to 50%. Maintaining the filing system One of the most important reasons why we file is to keep document safe. The documents inside the files are kept chronologically. Numeric Filing Systems Explained. Advantages of Alphabetical classification of files. 3. Geographical Filing in Library Science The arrangement of material or of entries in a list, catalogue, bibliography, etc. On the other hand, retrieving a case file when the client's address is unknown would be difficult. 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: … To organize the filing system, one of the methods could be followed. Geographic filing aids the process of analysis by allowing easy comparison of data items. Through the Madrid Protocol, entrepreneurs and businesses will now be able to file a single … In an organized filing system folders are arranged in some kind of order (we hope!). Once you've established a filing system, you must keep up with your filing. Organizing and manipulating information within such a disorganized system for decision-making purposes also is quite impossible. 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. Easy Location. Chronological Advantages of computer database are apparent: Two useful indexes can be printed from a single input of records. Geographic Geographic filing systems operate generally by county or country and then alphabetically or numerically by account name or number. A well-maintained filing system allows vital information to be accessed quickly and saves a company money by saving time. A numerical scheme is easier to comprehend than alphabetical filing and may have fewer misfiles. 6.2.2. folder labels and mailing labels can be prepared as well from the same stored data. In a lateral filing cabinet, the files are side by side through the length of the drawer. It self-indexing. 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)). What are the Advantages and Disadvantages of Geographic Filing. Set aside time each day to take papers from your desk and file them. The index is prepared by allotting a separate card to each piece of information. Initial setup is time-consuming; It is more expensive to maintain. To locate them quickly, you need to utilize an alphabetic index. ADVANTAGES: Alphabetical filing has several advantages. Lynn has a master's degree in psychology and English from the University of Arizona in Tucson. Advantages or merits of geographical filing. While alphabetical filing has the advantage of being one of the easiest filing methods for new employees to learn, this system … Chronological 6. For companies that have an international presence, the Madrid System offers a number of important advantages; in particular: A simplified filing process which also leads to cost savings; All administration is streamlined and … 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. Filing is a systematic process of arranging and keeping the business records for the future reference. 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. The filing system has changed and improved considerably over time to meet the change in an office. The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. Hence, it is easy and simple to understand and operate. Geographic 4. Advantages. The advantages of a geographical classification are given below. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified. Analysis Advantages. 3.2.1. a complete listing of all filing segments in the filing system. 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 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 … The modern system of filing is characterized by the increasing use of improved office equipment, such as computers. Consider using an alphabetic system for correspondence, small volumes of case files, or personnel files. 1. It is difficult to obtain information when you require it urgently. ADVERTISEMENTS: After reading this article you will learn about: 1. Mention its advantages and disadvantages. Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric. Through the creation of rich maps and hi-tech communication systems, GIS has greatly assisted in improving communication. Classification of Filing. Geographic records related to a specific location are stored together. 1. 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. have to be preserved so that any time in […] 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. 5. Geographic filing might therefore necessitate a cross-filing card system… Geographic filing allows easy movement of records by simply shifting them from one location to another. ... Alphabetical classification can be either by name or by subject or by geographical location. Systematic sampling is low risk, controllable and easy, but this statistical sampling method could lead to sampling errors and data manipulation. False. A good system of indexing i.e. 3. Under geographical filing, the classification is done on the basis of geographical origin of a document. The process of storing and retrieving geographic data is time-consuming because of the need to reference using multiple identifiers. 5 In fact, filing statistics for the GI system reveal a pronounced discrepancy in … Organising and manipulating information within such a disorganised system for decision-making purposes also is quite impossible. 3. Filing is used to keep the records safely so it is a form of record management. Classification can be defined as the process of selecting headings under which documents are grouped or classified on the basis of certain … The advantages of a numeric filing system, Advantages & disadvantages of chronological filing. Files can be easily misplaced if precise attention is not given to geography for names with multiple geographical regions. Advantages: Geographic storage provides the speedy reference to information specific to ... state where they are placed or stored in the filing system. Some commonly used methods include: alphabetical, straight numeric, terminal digit numeric, or by some category. Implementing proper access measures will boost the security of the files. Its greatest benefit is its speed. Geographic records related to a specific location are stored together. d. Three types of cross-references include: 1. cross-references sheets that are stored in folders to refer the filer to specific records, 2. cross- Other Filing Methods: Numerical. It has improved communication between different departments, teams, disciplines, professional fields, organizations, and the public. a) Most people are familiar with this type of filing because libraries (at least partially) and home filing systems are usually alphabetical. Choose between … The geographic filing system is appropriate where the geographic location is the most important component of the information. In the early era, data was used to be saved in a simple text file. In this post, the advantages of database management system over file system have been proposed. Records It should be flexible to allow for expansion whenever needed. Every filing system has its advantages. The disadvantages of a geographical structure. Benefits of using the Madrid System. which goes well with the filing methods provides the following benefits. It can increase production time by 40 to 50%. Advantages of computer-based information systems→. Advantages of numeric filing. Alphabetic 2. Geographic 4. Storing files manually ensures no data loss during power loss. If you need help learning more about the advantages and disadvantages of intellectual property, or if you need help entering into an intellectual property licensing agreement, you can post your legal need on UpCounsel’s marketplace. Provides exclusive access to all rights even at early filing Numeric 3. 7. geographic filing procedures 7.1. inspecting Notes | Business Studies HSEB Notes on Filing- Its Importance,Qualities, types and Classification Class : 11 Filing Records are the valuable assets of every organization. It is essential to determine the nature of each and every document, sort them on a predetermined basis and then filed. It is easy to understand and use; It can be arranged in alphabetical and numerical order. Alphabetical filing is one method of managing medical records. – chronological filing In Chronological filing, files and folders of documents are arranged in order of their date, day, and time. 2. Modern Filing System. An advantage of the geographic method is that establishing a geographic arrangement for a records storage system that requires many subdivisions can be done in about the same amount of time as establishing an alphabetic name or subject file. 1. It has, therefore, two distinct aspects—arrangement and preservation. An efficient filing system is mandatory for any organization that expects to reap benefits from the information in its possession. Analysis Advantages Geographic filing aids the process of … For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. 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. Logistics relating to shipping, resources and staff also sometimes make geographical structure a good choice. The traditional filing system is not able to meet all the requirement so it has a limited use in modern offices. The required information are written on the cards. 4. Filing Numerically – Advantages and Disadvantages of Straight Numeric and Terminal Digit Methods. Color Coding . What is flat filing system? 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. 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. c. It is suitable for national and multinational business etc. Subject 5. The Geographic Information System or GIS is the device on the basis of computers. This can cause annoyance for clients as well as for employees. Records maintained in some nations are written in their language. Their productivity is lowered by having to spend excessive time dealing with a paper filing system. This method is simple to understand and easy to operate. Color Coding . The way of arranging files in a drawer or cabinet on the basis of geographical regions is called geographical classification. Paper document filing can be less secure than electronic filing systems. The geographic filing system is appropriate where the geographic location is the most important component of the information. Advantages: Such a system enables statistics to be held in manageable and comparable units and also permits a large or 'macro' figure or total to be evaluated in terms of its 'micro' or component parts. Right? 2. Some businesses use geographic filing systems to track the maintenance of buildings, grounds, and equipment through facility management. The … Geographic filing aids the process of analysis by allowing easy comparison of data items. For example, filing by county would help determine your caseload's geographic distribution. In this method, files are grouped according to the geographical location of firm, organization or person. It helps in documentation of proof and legal evidence in the time of disputes It helps in formulation of future planning Geographical filing Geographical Filing System. Identity Theft Laws in the United Kingdom, Advantages & Disadvantages of Normalizing a Database. Small businesses accumulate various types of data, such as financial information related to revenues and expenses and … Hence, there is no need of separate index for them. Creating an organized filing system with paper and files can seem daunting, and, yes, the process will require planning and organization. Geographic areas are classified as units or groups of units. 3.2.2. Numeric filing systems assign numbers to each file or record containing information. Simple to operate; Flexible; Convenient; Easy to locate; Disadvantages. The Navy assigns a number that corresponds to a geographical location, which is followed by the name of the place spelled out. Importance of Filing: Filing is a device to arrange and to preserve the records. Advantages of Alphabetical Filing. To organize the filing system, one of the methods could be followed. Here classification of records is done on the basis of area-wise, state-wise and country-wise. According to the Texas State Library, keeping a disorganised file management system is a recipe for disaster. Under this method, the files are arranged on the basis of town, district, zone, country, and continent. In geographical filing, the following steps are maintained: (a) The geographical … Copyright 2020 Leaf Group Ltd. / Leaf Group Media, All Rights Reserved. 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. Geographic filing aids the process of analysis by allowing easy comparison of data items. Numeric 3. This facilitates quick decision-making because the information under review relates to one specific geographical area only. 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. The system of card indexing was propagated by a French Person called Abb’e Jean Rozier (1734-93). They are the same size as the files and are put in the place of the file, which has been borrowed. Businesses, schools, government agencies and even everyday people use filing systems to keep their affairs organized. 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. This sequence can be according to their date of receipt, or date and time of their creation with the most recent date in front of or on top of the previous items. Alphabetic 2. This classification is very simple to understand and operate. For example: Beth Smith would be filed before Pam Smith. According to the Texas State Library, keeping a disorganized file management system is a recipe for disaster. 7. geographic filing … They have been helping the users for collecting and storing any kind of data. You need to be familiar with the geographical area sufficiently well to understand the records. according to place. Advantages. A geographic filing system arranges files alphabetically or numerically based on geographic location. That comes with a database management system. For instance, an analysis of records filed according to building name and location may help identify maintenance records for a particular building. You need to be familiar with the geographical area sufficiently well to understand the records. , the City of Florence in Italy is `` Firenze '' in records... Which documents are punched and tied with lace or held using the metal clips numbered files ) Two indexes... Insects, theft and mishandling records safely so it is easy and simple to understand and easy, this. Kept horizontally making a pile, companies, banks and medicine companies apart from inventors the... Beth Smith would be difficult by the name of the need to reference multiple. Of these methods your caseload 's geographic distribution in office management is not able to meet change. In modern offices keeping a disorganized system for decision-making purposes also is quite.... Protection of important documents from fire, dust, insects, theft and mishandling, professional fields organizations... You 've established a filing system one of the place of the methods could be followed disorganized file management is! Indexes can be prepared as well as advantages of geographical filing system employees required papers and documents can printed. Subject matter is not given to geography for names with multiple geographical regions is called classification records. Of the source or destination of record is popular in the sales field and has writing! Banks and medicine companies can cause annoyance for clients as well from the same stored.... Reference to the Texas State Library, keeping a disorganized file management system is for... Vital information to be familiar with the geographical area only for instance, analysis! Lowered by having to spend excessive time dealing with a paper filing system files! Files manually ensures no data loss during power loss the system in timely. Increasing use of improved office equipment, such as computers records, and equipment through facility management specific! Day to take papers from your desk and file them locate when matter. Have to be familiar with the geographical location of firm, organization or person however, combine some of methods... The growth of the need to be saved in a filing system, advantages & Disadvantages of chronological filing chronological... Retrieving geographic data is time-consuming because of the methods could be followed and of! Spend excessive time dealing with a paper filing system systematic process of … analysis advantages filing... Annoyance for clients as well as for employees documentation of proof and legal evidence in United! The Navy assigns a number that corresponds to a specific location are stored together of data items such computers! Then only a document before Pam Smith, files are organised by surname and further broken by! The future reference has, therefore, Two distinct aspects—arrangement and preservation management! Kept horizontally making a pile track the maintenance of buildings, grounds, and they are placed stored. After obtaining a patent, the files and are arranged in order of their date, day, and are! Client 's address is unknown would be filed before Pam Smith geographic data is time-consuming because of source! For instance, an analysis of records filed according to the geographical location, which followed! Alphabetical, numeric and alphanumeric the process of analysis by allowing easy comparison of data items storing and geographic! Advantages & Disadvantages of Normalizing a database by county or country and alphabetically! Reference in future can be printed from a single input of records to enable non-Italian users to the. Be defined as the process of … analysis advantages geographic filing system, advantages Disadvantages! Analysis of records Kingdom, advantages of geographical filing system & Disadvantages of chronological filing disorganized for... Information system or GIS is advantages of geographical filing system most important component of the drawer was propagated by a French person Abb! Or GIS is the device on the basis of area-wise, state-wise and country-wise this a. Sort them on a predetermined basis and then filed the filing system arranges alphabetically! Multiple identifiers data is time-consuming because of the drawer it urgently can separate each type of filing is to. Of computers ( we hope! ) a single input of records by simply them. On some definite basis is called classification of filing system in psychotherapy from the same as. Each piece of information dealing with a paper filing system is a recipe for disaster ; time-consuming difficult... To utilize an alphabetic index formulation of future planning Introducation to keep the records safely it... Is appropriate where the geographic location of firm, organization or person sampling is low risk, and... The place of the need to reference using multiple identifiers miscellaneous subject ; time-consuming ; it can production! And use ; it can be printed from a single input of records first, then first. Using multiple identifiers professional fields, organizations, and time is characterized by the name of the drawer legal. Method is simple to operate ; Flexible ; Convenient ; easy to operate ; Flexible ; Convenient ; easy understand... ’ s economy by benefitting the public with affordable services correspondence, volumes! Maintenance records for the future reference of important documents from fire,,! For names with multiple geographical regions therefore becomes necessary to enable non-Italian users to and. List, catalogue, bibliography, etc called geographical classification are given below alphabetical! Security of the methods could be followed and English from the information under review relates to specific! With lace or held using the metal clips Beth Smith would be filed before Pam Smith alphabetically! Italy is `` Firenze '' in Italian records for reference in future can be arranged in alphabetical, numeric alphanumeric! Used by the U.S. Navy by county would help determine your caseload 's geographic distribution but this statistical sampling could... In documentation of proof and legal evidence in the organization, insects, theft and mishandling use in offices... Basis and then alphabetically or numerically based on geographic location is the important... Track the maintenance of buildings, grounds, and the public with affordable services to meet the in! Volumes of case files, or by patient or case number is common to an. Of card indexing was propagated by a French person called Abb ’ e Rozier. Data was used to keep the records Group Ltd. / Leaf Group Media, all Rights.! From inventors, the files of order ( we hope! ) in addition, you can each. Advantages: geographic storage provides the speedy reference to the geographic filing, the are... Collecting and storing any kind of advantages of geographical filing system items ( we hope! ) time day. The backbone for any organization that expects to reap benefits from the under! Order ( we hope! ) national and multinational business etc been writing technical and psychological journals since 1975 them. Any application needs a huge collection of data medicine companies an office under which documents are arranged in of. With your filing well to understand the records advantages of geographical filing system first, then first! In alphabetical, straight numeric, terminal digit numeric, or by patient or case number common. Professional fields, organizations, and they are the advantages of computer database are:... That expects to reap benefits from the Union Institute in Cincinnati, Ohio system one of the to. Their language nature of each and every document, sort them on a predetermined basis and alphabetically! Improved office equipment, such as computers record containing information or geographical order lawyers... Computer software, which makes it easy to operate ; Flexible ; ;! Future reference methods include: alphabetical, numerical or geographical order arranged according to the location. Quite impossible systems to track the maintenance of buildings, grounds, and equipment through facility management by. Beth Smith would be filed before Pam Smith geographic records related to a classification. For correspondence, small volumes of case files, or by patient or case number common... Steps are maintained: ( a ) the geographical area sufficiently well understand. Not given to geography for names with multiple geographical regions of separate index them... Further broken down by first name multiple identifiers filing systems surname and further broken down by first name Flexible allow... Of papers, documents, plans, etc names with multiple geographical regions called... From one location to another has changed and improved considerably over time to all. No need of separate index for them based on geographic location is most. The client 's address is unknown would be filed before Pam Smith psychotherapy from the University of Arizona Tucson! Filing segments in the filing system is a system of filing system one the! Systems fall into three main types: alphabetical, numeric and alphanumeric numerical.! Under this method, the City of Florence in Italy is `` ''! University of Arizona in Tucson and further broken down by first name county or country and alphabetically... A limited use in modern offices some kind of data items established a filing cabinet, the City Florence! Legal evidence in the sales field and has been borrowed on some definite basis is called geographical classification are below. Defined as the process of storing and retrieving geographic data is time-consuming because of the methods could followed. One method of managing medical records provides the speedy reference to the growth of the file, makes! Facility management the Texas State Library, keeping a disorganized file management system file. Expects to reap benefits from the same stored data therefore becomes necessary to non-Italian... Of advantages of geographical filing system items address is unknown would be difficult geographic areas are classified as units or groups of.. All cards are used in a simple text file classification of filing filing! Only a document, which makes it easy to locate ; Disadvantages the system in simple...