Document Filing Methods Explained
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ScribdTranslationsDocument Filing Methods Explained
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ScribdTranslationsThe choice of filing method should consider the
characteristics of the documents to be classified, identifying
the aspect by which the document is most frequently
consulted. The most commonly used basic filing methods
the following are used:
Basics
alphabetical: when the main element for recovery of the
information for the name;
geographic: when the main element for recovery
from the information for the location (city, state, and country);
simple numeric: when the main element for the
information retrieval for the document number and
numeric-chronological: when the document number comes
associated with data;
ideographic: when the main element for retrieval
Regarding the subject. The ordering of the subjects should
follow the alphabetical modality (dictionary or encyclopedic) or
numeric (decimal or duplex)
Standardized
variadex;
automatic
soundex
mnemonic;
roan
The basic and standardized methods are part of two major
systems: direct and indirect
direct: the search is made directly at the location where the document is stored,
without the help of indices or any other instruments of
research;
indirect: it is necessary to refer to an alphabetical index,
remissive or to a specific code. E.g.: numeric
Alphabetical
It presents as advantages the speed in recovery of
information, low cost, direct system, and easy implementation. By
on the other hand, the disadvantages are the more frequent errors of
filing
Rules:
in the name of a natural person, the last surname is considered,
then the first name. Ex.: Marios Barros → Barros, Mario;
when there are identical last names, the order prevails
alphabetical order of the first name. Ex.: 1) Bonfim, Antonio and 2) Bonfim,
Jorge
compound surnames consisting of a noun and an adjective or
Hyphenated words are not separated. E.g.: Blue Castle, Ricardo;
Monte Rosa, Cristina
surnames formed by the words saint, holy or are not
for example: Santa Rita, Cidália;
the abbreviated initials of pronouns take precedence in
classification of identical surnames. Ex.: 1) Cardoso, S. – 2)
Cardoso, Samara – 3) Cardoso, Saulo
the articles and the prepositions a, o, de, d’, da, do, and, a, an
are not considered integral parts of the last surname.
Alencar, José de
the names that express degrees of kinship such as son,
junior, grandson, nephew are considered an integral part of
last surname but are not considered in the sorting
alphabetical. Ex. 1) Barros Neto, Laura – 2) Barros Filho, Ricardo
the degrees of kinship will only be considered when
will serve as a distinguishing element. E.g.: 1) Souza Filho, Carolina
– 2) Souza Neto, Carolina
foreign names are considered by the last surname,
excluding cases of Spanish and Eastern names. E.g.:
Albert, Charles; Loren, Sophia
foreign name particles may or may not be
considered. The most common is to consider them as an integral part
of the surname starting with a capital letter. Ex.: Capri,
Cucumber from; Di Capri, Antonieta
Spanish names are registered by the penultimate surname
(because it corresponds to the father's family). Ex.: Lopez Dias, Alfonso
Eastern names (Japanese, Chinese, Arabic) are ordered.
how they present themselves, in direct order. Ex.: Ali Mohamed; Deng
Yutang
names of firms, companies, institutions, and agencies
governmental must be registered as they appear (order
directly). However, articles and prepositions are not considered
in the alphabetization. For this reason, it was admitted to place the initial articles
after the name, in parentheses, in order to facilitate sorting. E.g.:
Saint Martin Foundation; Globe (the)
titles of congresses, conferences, meetings, assemblies and
assembled: the Arabic, Roman numbers or written by
extensive should appear at the end in parentheses. Ex.: Congress
of Geography (IX)
Geographical
The main element is the location or origin. The search is made for
direct form. It has advantages of the direct system, the sorting
alphabetical and easy to use. As for the disadvantages, they are the use of two
classifications – location and name of the correspondent (or interested party)
state-city-corresponding: alphabetical order is prioritized
of States. When sorted by State, the capital of that state
must come first. Soon after, the cities are placed in
alphabetical order. Ex.: 1) Minas Gerais – Belo Horizonte –
Valente, Rodrigo; 2) Mins Gerais - Araxá - Araújo, Ruth
city-state-corresponding: when sorted by city
the alphabetical order of the cities is observed (including the
[{"city":"Areal","state":"Rondônia","author":"Valente, Mario"},{"city":"Tatua"}]
Acre, Pinto, Tatiana
país-cidade-correspondente: prioriza-se a ordem alfabética
two countries. When sorting by country, its capital should come first.
Shortly after, the other cities are arranged in order.
alphabetical. Ex.: 1) Portugal – Lisbon – Francisco, Antonio – 2)
Portugal – Coimbra – Pinto, |José Maria
Numeric
It belongs to the indirect system. The consultation of the document is done in
index of remissive alphabetical – primary search of information in order to
localize it. It has the advantages of reduced filing errors.
The disadvantage is the indirect system requiring research to the
indices
simple numeric: practical, does not require initial planning. The
the records are filed in numerical order. The record is created in
books or forms to prevent the creation of two or more
documents with the same number. The document receives the number
from the folder another sequential number (order of entry)
facilitating, in this way, its filing and avoiding the
loss. One can make use of the number of a folder that comes
to wander. Such a method is often applied in the files
special and specialized. In the consultation, we must first
refer to the index of names
chronological numeric: more used in protocol systems to
equipped in public departments. The documents are numbered and
not the folders. They will be filed in chronological order and,
after, in numerical order (date and number). In this method,
When canceling a record, the number is only taken if
there is a coincidence of dates. Each document receives its
own registration number, forming a unique process and
arranged in strict numerical order;
Numeric digit-terminal: the number is the main element of
identification. Used mainly when there is a large volume
of documents, in order to reduce errors in filing,
thus enabling a faster recovery of the
information. These are divided into three groups, forming pairs
and read from right to left. Ex.: dossier 983.021 (number
simple) → 9+8-30-21, where 21 is the primary or initial group
(drawer number), 30 secondary group (tab number) and 98
tertiary group (number assigned to the document). At the moment
for archiving documents or folders, the first consideration is the
primary group, then the secondary and finally the tertiary
Ideographic
Basic method by topic. The topics can be sorted:
alphabetical: dictionary and encyclopedic
numeric: duplex, decimal and uniterm
Alphabetical
Dictionary: the subjects are arranged in a strict order
alphabetical, in isolation;
encyclopedic: there is a mutual relationship between the subjects
(general/specific). The data is arranged in a strict order.
alphabetical
Numeric
Duplex: the construction is the same as the encyclopedic, placing-
if before the topics a numerical notation. The themes are
divided into classes and subclasses. It has the advantage of
unlimited opening of classes. Ex.: 1 Current File; 1.1
Frequently used documents; 1.2 Sectoral
decimal: is based on the decimal classification of 'Melvil Dewey',
which divides human knowledge into nine main classes and one
tenth, general. The classes are subdivided into subclasses and
and so on. The number is separated into classes of 3.
digits (one per point). The internal part of the number is
composed of three digits and a decimal part may or may not
exist. The disadvantages of the decimal system are the limitation of
ten classes for classification and the need to predict the
development of the organization's activities, as well as
preparation and a lot of attention from the archivist Ex.:
Classes: 0. Geral e 1. Departamento de Pessoal
Subdivision of Class 1: 100 Human Resources, 110
Admission, 111 Medical Examination
uniterm: the basis of this method is analogy. It is advisable to
its use in special and specialized files. Its
characteristics are cards in alphabetical order, ten columns in
for each entry, assign descriptor subjects of a term;
this system uses a 'card' for each document
"index" that provides us with a detailed description of
documents referred to;
if a question involving this method arises, the tip is
observe which numbers are repeated in the records of the
different descriptors. These numbers will be the answer to the
question.
Variadex
It is the alphabetical method, adding colors to the letters. It works-
if with five different colors that are assigned according to the
second letter of the entry name in the file. The tabs are
colorful and alphabetical notations. Ex.: letter O, P, Q – blue color –
in the case of a filing of the type Souza Neto, Carolina the color
It will be blue due to the second letter of input, the
Automatic
Used to archive names, avoiding the accumulation of folders
same surnames. Combines letters, numbers, and colors
Soundex
It is used to archive names, gathering them by similarity of
pronunciation, despite the spelling being different
Mnemonic
It is used to encode topics through the combination of letters.
instead of numbers. Letters are considered symbols, for the
fact that this method aims to assist the memory of the archivist, the
in order to facilitate, more efficiently, the retrieval of information.
It is considered obsolete.
Roneo
Combine letters, numbers, and colors. It is obsolete.
The automatic and soundex methods are not used in the files.
Brazilians