OBM 247

TUTORIAL CHAPTER 5
Define

Terminal digit filling-

A method of numeric filing that uses the last two or three

digits of each number as the primary division under which
records is filed and number are read from right to left.

Middle digit filling-

A method of numeric filing that uses the middle two of three

digits of each number as the primary division under which
records is filed.

Chronologic filling-

A method of numeric filing system by which record is filed in

sequence according to date.

Geographic filling-

A method of storing and retrieving records in alphabetical

order by location of an individual, an organization or a
project.

List

Four main unit in geographic filing

Country name
State name
City name
Correspondence name

Middle digit filling

primary
secondary
tertiary

Chronologic filling
primary
secondary

Geograhic filling
Country name
State name
City name

rozimeng/Aug2016

 Correspondence name

Styles of OUT guide

OUT guide with pocket
OUT guide with printed lines

List and briefly describe

2 Types of Geographic filling arrangement

Dictionary arrangement
Encyclopedia arrangement

The last 2 , records lifecycle

Maintenance
Distribution

Identify the advantadges and disadvantages of:

geographic filling
Advantages
a) Easily to identify location all correspondence
b) Evaluate business activities
c) Easy for addition, deletion, decision, and rearrangement
Disadvantages
a) more time to spend in preparing index
b) User have to search in various index to locate the file
c) Large space are required to maintain the file
d) Special guidelines are required to handle the file storage

numeric filling
Advantages
a) Record can be arrange accurately
b) Extension files and expending records can be done easily by added
new number file
c) Cross reference are not filed in the numbered file
Disadvantages
a) A misfile and failure to retrieve can be happen if mis-keyed digit enter
b) Retrieval document used 2 steps process that known as indirect
systems
c) Congestion occurs when several records are used at the same time
with the alphabetic index to locate records
middle digit filling
Advantages

rozimeng/Aug2016

a) Fewer error in transportation of digits

b) Reduce misreading of numbers
c) Avoid congestion within files area and current files are spread through
out the system.
Disadvantage
a) Undergo training must be conducted continuously so that user
can understand the filing system
b) Filer must be retrieve from many location and delaying time of
retrieval
c) Difficult to find misfiled folders

rozimeng/Aug2016