Quick Answer: What Are The Five Basic Filing Systems?

What are the most important documents to have?

These are the documents you need to put in there.Birth certificates and adoption papers.

Social Security cards.

ID cards and naturalization papers.

Marriage and/or divorce papers.

Living will.

Will.

Power of attorney papers.

Proof of benefits and disability documentation.More items…•.

What are the requirements of a good filing system?

5 characteristics of a good filing system1) It should be so simple a well trained monkey can use it. … 2) It should be as flexible as a double-jointed yoga teacher. … 3) It should be accessible to everyone who needs it, when they need it. … 4) It should be as physically compact as possible. … 5) It should be safe from every imaginable threat, including alien invasion.

What is manual filing system?

Definition. A manual filing system is “a structured set of personal data that are accessible according to certain criteria.”

What is the best way to organize your home files?

Here are the steps to take:Step 1: Choose A Place And Storage Solution To Store Your Home’s Files. … Step 2: Get Rid Of Paper Clutter In Your Current Filing System If You Have One. … Step 3: Create Your Home Filing System And Organize Files. … Step 4: Purge Some Of Your Files Annually To Keep Paper Clutter From Taking Over.

What are filing methods?

Methods of filing Filing in Alphabetical order. Filing by Numbers/Numerical order. Filing by Places/Geographical order. Filing by Dates/Chronological order.

What are the disadvantages of manual system?

Disadvantages of Manual Management System :Lack of Security : The paper document is less secure compared to an electronic system. … Time Consuming : Manually managing is a very tough and time-consuming process. … Insufficient Storage Space : … Difficulty in a modification of data : … Increases Cost :

What are the advantages of manual filing system?

Manual record keepingLess expensive to set up.Correcting entries may be easier with manual systems, as opposed to computerised ones that can leave complicated audit trails.The risk of corrupted data is much less.Data loss is less of a risk, particularly if records are stored in a fire-proof environment.More items…•

How do I get motivated to organize my paperwork?

Finding Your Motivation to Organize!Organizers, Take Your Mark.Make a Date.Be Your Own Muse.Look at the Big Picture.Organizing is More Fun with a Group.Get Your Groove On.Invite House Guests.Put Yourself in Time Out.More items…

What kinds of actions can you take to keep your files and folders organized?

Best Practices For Organizing Computer FilesSkip the Desktop. Never ever store files on your Desktop. … Skip Downloads. Don’t let files sit in your Downloads folder. … File things immediately. … Sort everything once a week. … Use descriptive names. … Search is powerful. … Don’t use too many folders. … Stick with it.More items…•

What are the 7 steps to organize a home filing system?

InstructionsGather All of Your Papers Together in One Spot. … Separate Your Papers Into Five Categories. … Declutter and Discard Documents and Files You No Longer Need. … Organize an Archive File. … Arrange a Household File. … Set up an Action File.

What is a good filing system?

Simplicity: The filing system should be simple and not too elaborate. … Accessibility: A good filing system should be arranged in such a way that the records are easily available whenever required. The filing system should allow the insertion of additional documents without disturbing the existing order of files.

How do you organize years of paperwork?

Go paperless with bank statements and bills. Pixabay/stevepb. … Purge your paper. … Shred personal documents. … Recycle your stacks of magazines and newspapers. … Create a filing system. … Put a recycling bag or bin near your front door. … Create a “Take Action” station for papers that need to be dealt with. … Store coupons in a binder.More items…•

How do I manage files and folders?

These file management tips will help you keep your files accessible:Use the Default Installation Folders for Program Files. … One Place for All Documents. … Create Folders in a Logical Hierarchy. … Nest Folders Within Folders. … Follow the File Naming Conventions. … Be Specific. … File as You Go. … Order Your Files for Your Convenience.More items…

How can I improve my filing system?

5 steps to improving your company’s digital filing systemReduce your organization’s dependence on physical paper documentation.Make the best use of digital resources.Manage, distribute and store digital files.Save time.Be clear and easy to use.

Should I keep old bills?

Keep for 1 month: utility bills, deposits and withdrawal records. If you’re self-employed, you may need your utility, cable and cell phone bills for tax purposes. Otherwise, you can dispose of them as soon as you verify your payment was processed.

What is the most common filing system?

Alphabetic filing is the most common filing system for less than 5,000 records. Filing by alphabetic order is a system where you arrange files by names of individuals, businesses, institutions, agencies, subjects, topics or geographic locations according to dictionary order.

What are the two most common filing techniques?

You have two basic methods: straight filing and draw filing. Here’s the difference between the two: Straight Filing: The first and most basic filing technique is called straight-filing, and involves pushing the file lengthwise across the work, making contact only on the forward stroke.

What are the disadvantages of manual?

This is no good if they are out to lunch or only work part time.Inconsistency in data entry, room for errors, miskeying information.Large ongoing staff training cost.System is dependent on good individuals.Reduction in sharing information and customer services.Time consuming and costly to produce reports.More items…•

How long should you keep bills before shredding?

One yearBills: One year for anything tax or warranty related; all other bills should be shred as soon as they have been paid. Credit card bills: Shred immediately when paid. Home improvement receipts: Keep until the home is sold. Investment records: Seven years after you’ve closed the account or sold the security.

What are the 5 basic filing systems?

The most common filing systems are easy to implement and provide a means of effective file management.Alphabetic Filing. Alphabetic filing is the most common filing system for less than 5,000 records. … Numeric Filing. … Alpha -numeric Filing. … Paperless Filing Systems.

How do I organize my paperwork?

10 easy ways to keep all your important documents secure and organised at homeThrow away. Put junk mail, unwanted catalogues, receipts you don’t need to keep etc. … Don’t put all your papers in one basket. … Make filing a habit. … Clear and separate. … Get colourful. … Fireproof it. … Be specific. … Separate the sentimental.More items…•

What is the most common system for filing medical records?

The straight filing system is also referred to as the consecutive filing system. Patient records are filed in strict chronological order according to patient number from lowest to highest. It is a common practice that medical record numbers contain six digits.

What are the two main patient filing systems?

There are two main systems of filing records numerically: straight numeric and terminal digit.

Where should you keep important documents?

Your best bet with storing important documents is a safe deposit box. Most banks or credit unions offer safe deposit boxes. Some banks will offer a discount if you’re a current customer as well.