Filing Methods and Data Capture

Question 1

Advantages of manual filing

Answer 1

*Little staff training is required
*Metal cabinets - can protect documents from damage
e.g. fire, wear and tear
*Clearly marked indexes e.g. A-G, H-Q, R-Z

Question 2

Disadvantage of manual filing

Answer 2

• Difficult to locate documents quickly in large system
• Space - can take up a lot of space
• Drawers - must be always be closed for safety
• Single user - only one person can use at a time
• No back-up - if the original document is lost there is unlikely to be a back-up copy

Question 3

Difference between alphabetical and numerical manual filing order

Answer 3

1. Folders in order of surname |Customers etc allocated a
   number
2. Direct – no index needed |Alphabetic index required
3. Easy to understand and use |May require some training to
   understand
4. Suitable for small
   organisations |Suitable for large
   organisations
5. Difficult to add new
   customer |
   Index required – may be
   slower to find things

Question 4

Describe Chronological order

Answer 4

Chronological order – date or time order:
Place documents in file most recent at the top – it is the
most likely to be needed!

Question 5

Advantages of alphabetical

Answer 5

*Easy to understand
*No separate index is required because

Question 6

Disadvantage of alphabetical

Answer 6

*It may be slow to find a file because of common names
*Filing staff must know the rules for Mc, Mac etc.
*Not suitable for large organisations with many
customer records
*Some letters are used a lot and the folders will get full quickly

Question 7

Pros of numerical

Answer 7

. Files are less likely to be misplaced as customers
have a unique number
* Easy to expand
* An alphabetical index can be used to find other
information

Question 8

Cons of numerical

Answer 8

It is an indirect method of filing
It is difficult to provide for miscellaneous
folders.

Question 9

Pros of chronological

Answer 9

• Useful if dates are crucial to information
  Can be used alongside another method of filing

Question 10

Cons of chronolgoical

Answer 10

Not normally suitable as a main method of
filing
* Needs a separate index, as it would impossible
to remember the dates for everything filed

Question 11

Advantages of electronic filing

Answer 11

• Saves space
• Easy searching capablity –
• Multi-user capability
• Password protection
• Back-up facility
• Sorting

Question 12

Disadvantage of electronic filing

Answer 12

• Expensive equipment
• Staff training is required and can be expensive
• Computer problems may occur that can prevent access to information
• Data Protection Act.

Question 13

To evaluate filing method

Answer 13

Use cost space and training