File Systems for Document Organization
Translated by
ScribdTranslationsFile Systems for Document Organization
Translated by
ScribdTranslationsSystems of
archive by
matters
Juan Martin Uicab Polanco
June 2016
Within a file system, every document
it has a continuity: it is classified, recorded, and archived.
• Classify: It is to gather all the documents of a
same class or of the same matter.
• Registrar: It is to write down the information on cards or notebooks.
from the previously classified documents.
• Archiving: It is to keep orderly in the file
the previously classified documents,
registered and placed in folders.
The most common file systems are: the
Alphabetical, numerical, chronological, the
geographical, the by matters.
Geographic Alphabetical
co
Systems for
to file Numeric
Chronological o
For matters
File system by subject
This system is used:
When the documents do not refer to the name of
a person or a company, for example: to organize
types of products from a candy store.
When are the documents likely to be
requested by the matter referred to, for example: in
a construction company is organized by
contracts, quotes, among others.
When is it likely that all the documents
related to a product or activity, are needed
at the same time, for example: a manufacturer of a
vessel need to have all the information about
a new boat.
Different types of the system by
subject
For combined issues: contains
headings by subject and
headings of people's names or
companies.
This modality is used when there is little
material to be organized by subjects, of
so that these headings
combinations must respect the order
alphabetical.
Alphabeticalbytopics,thesecanbesortedinto
twoforms:
Encyclopedic From the dictionary
• Important titles sorted
alphabetically, which to • There is no division of topics, already
they also have divisions and that these are ordered in
ordered subdivisions in the alphabetical sequence like the
same sequence. words from a dictionary, no
• It is necessary to create a list it is necessary to have an index
alphabetical or index of cards relative.
of all the • It is used in small businesses
headings, (table of and in other situations in which
classification or relative index which is not desirable the
and works as the index of division by topics.
a book.
Fornumericalmatters
Simple Decimal
• Allows more divisions.
• Generally has • Until the first
headings of three subdivision the numbers
digits. of the code are the
• Main titles are same. And then you
hundreds, the divisions of add a digit to the
each title is hundreds and right of the point
tens and the subdivisions decimal.
from each division they receive
hundreds, tens and
units.
• The files only carry
numbers.
• It should be arranged in the
auxiliary catalog form
alphabetical.
Advantages Disadvantages
Flexibility to
adapt it to the
A list is needed
needs of the
assistant for the
company.
subsequent sorting
Ease for the of each document.
intercalation of
new matters.
• http://
[Link]/storage/oei/technicians
/gestion_doc/contenido_u4.pdf
• [Link]
advantages and disadvantages of the system
geographic file theme
• Dominguez, Thalía, Archival Science, Ed. Mc. Graw
Hill, second Edition 2001.