Classifications Of Records Management Systems

Question 1

What are the different classifications of records management systems?

Answer 1

-alphabetical
-geographical
-subject categories
-numerical
-chronological

Question 2

What is alphabetical records management system?

Answer 2

This is a system of sorting names,subject matter and geographical locations alphabetically.

Eg. Correspondence

Advantages:
-correspondences related to the same subject can be grouped together.

Disadvantages:
-Unsuitable for firms with a large volume of correspondences.
-can be difficult in deciding under which title to file a correspondence

Question 3

What is geographical records management system?

Answer 3

A system for sorting and retrieving records based on their location.

Eg. Travel document

Question 4

What is subject categories records management system?

Answer 4

This uses a predefined list of topics to arrange records by their main theme or content.

Eg. Contracts

Question 5

What is numerical records management system?

Answer 5

A system that uses numbers to organize records.

Eg. Insurance policies

Advantages:
-is easy to locate a numbered file
-is suitable for confidential records.

Disadvantages:
-index cards are needed
-it is time consuming

Question 6

What is chronological records management system?

Answer 6

The process of organizing and maintaining records in a sequential order based on date.

Eg. Minutes of meeting

Advantages:
-is suitable for documents that require attention of follow up
-documents related to the same time period are grouped together

Disadvantages:
-must be used with another filing system