Filing Practices

4.2 File Arrangement

The first step in creating a filing system is to develop a file plan. It specifies the logical order of documents or files and the arrangement or scheme by which documents may be identified, stored and retrieved. The plan consists of:

4.2.1 Selecting the file arrangement (e.g. alphabetical, numerical, alphanumeric, etc.)
4.2.2 Developing an index
4.2.3 Planning file system maintenance

The most common methods of arranging documents are alphabetical, numerical, or alpha-numeric. The file arrangement should be based on how the information will be retrieved.

1. Alphabetical Filing
   These may be topical or classified arrangements. Topical filing arranges files in straight alphabetical order. For example, subject correspondence would be arranged from A-Z, based on the name of the subject. This method is also called the "dictionary" method because it is the method used in dictionaries.
   Classified filing places related documents under a major sub-heading. For example, customer complaint correspondence may be filed under the general heading of customer relations. An alphabetical arrangement also is appropriate for filing records that are arranged by geographical locations, such as states, districts, and towns.

2. Numerical Filing
   A numerical arrangement places records in order from the lowest number to the highest. This method also often tells the searcher which files are the oldest (the lowest numbered files) and which are the newest (the higher numbered files). A numerical scheme is easier to comprehend than alphabetical filing and may have fewer misfiles. Records that have pre-printed numbers on them such as checks, invoices, purchase orders, and vouchers also are suited for this filing arrangement.

3. Alpha-Numeric Filing
   An alpha-numeric arrangement uses a combination of numeric digits and alphabet characters to create a flexible filing system. Subjects may be substituted with alphabetical or numerical codes. An index is needed to use the system effectively.