Filing - JSS2 Business studies Past Questions and Answers - page 2

Filing is essential for maintaining order and efficiency within organizations. It helps streamline workflow processes, facilitates compliance with legal and regulatory requirements, protects valuable information, supports decision-making, and ensures easy access to necessary documents when needed.

In an alphabetic filing system, documents are arranged in alphabetical order based on names, titles, or keywords. On the other hand, a numeric filing system involves assigning numbers to documents and organizing them sequentially according to these assigned numbers.

Filing classification methods and rules help establish consistent procedures for organizing documents, ensuring uniformity, accessibility, and security. They also aid in determining retention periods, updating filing systems, and adhering to legal and regulatory requirements, ultimately contributing to efficient information management practices.

When selecting a filing system, organizations should consider factors such as the volume and type of documents to be stored, the frequency of access, the available space and resources, the level of security required, compliance obligations, and the preferences and capabilities of users.