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Alphanumeric filing system
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Alphanumeric filing system
Advantages of alphanumeric filing system
1. Files can be expanded to an unlimited extent. The reason is that the alpha-numerical classification is an elastic one.
2. It facilitates a quick reference.
3. It avoids the confusion of names of similar nature because of numbers allotted to each name separately.
Advantages disadvantages of the alphanumeric system
Disadvantages of alphanumeric filing system
The main drawback or disadvantage of alphanumerical classification of filing system is that it is not suitable to large organization.
The classic alphanumeric filing system example is the Library of Congress. Letters identify broad categories, such as "K" for law and "S" for agriculture. A mix of numbers and letters identifies subtopics and the author's name.
Determining whether an alphanumeric filing system works for the purpose depends on defining the information and if the records need to be arranged in a certain way. The Library of Congress system, for example, is designed to show relationships between subjects.
The Library of Congress classification system uses letters to denote specific classes of information and further specifies the subject matter by adding second letters, which denote subclasses. These subclasses are hierarchically arranged from broader ideas to more specific contexts and are assigned numbers.
Examples
in an alphabetical group of “A”, correspondence with Albert may be given number A/1 and with Alex Jones number A/2 and so on.
Alphanumeric filing systems typically use indirect access, with users locating file headings through a hierarchical or alphabetical list that indicates the code used for filing or retrieval.
a method for classifying materials for storage and access through use of letters and digits that represents a concept
What is alphanumeric filing system?
An alphanumeric filing system includes numbers and letters of the alphabet to represent a concept within the organization. One of the most common examples is the Library of Congress classification system.
The alphanumeric filing system uses a combination of names and digits. Typically, large alphanumeric systems use indirect access, which means that an index or code must be queried to retrieve a file.