Filing Practices

4.4 Classification

A classification is a grouping of records with common characteristics or which document similar functions. The point of having a classification system is to keep all like records together, which, in turn, expedites records retrieval and maintains file integrity.

Classification systems sort records by major headings and subdivisions. A classification system is usually considered when:

1. The current filing system produces excessive misfiles.
2. Various subjects are filed by the same name.
3. The method for filing documents varies from user to user.
4. The volume of records is so large that an index is necessary to locate a file quickly.