Alphabetical Filling

In this method letters and records are classified and arranged in alphabetic order. Arranging files in drawers or cabinet in order of alphabetic letters is alphabetic filing method. All files of persons, individuals and institutions are arranged systematically from the front to the back or from left to right in drawers, rack or cabinet in order of alphabetic letter under this method. The files of individuals or institutions whose names or surnames beginning with alphabetic letter “A” placed first in one group, those beginning with “B” in another group and so on. In order to find out the location of files, guide cards can also be used if the number of files in the office are more. Individual files/folders are kept just behind each guide card of each alphabetic letter. This method is simple to understand and operate, less expensive, flexible, self indexing, less time and effort consuming and can be applied to other methods of filing.

Methods of arranging files alphabetically 

i)  While writing the name in the folder, surname should be written first, first name second and the middle name in the last. For example, Binod Kumar Adhikari is written as Adhikari, Binod Kumar. So, Binod file is arranged under the alphabetic letter group “A” not “B” because his surname’s first letter is “A”.

ii)  If the name of person consists of his surname, designation and the name, in such a case arrangement should be made in order of surname first, and then the first name second and lastly the designation within bracket. For example Headmaster Bhawani Manandhar is written as Manandhar, Bhawani (Headmaster).

iii)  If the name of person given is only name i.e. first name, under such condition the name is written as it is. If only surname is given, surname should be written as it is.

iv)  The name of an office or an institution is also written as it is in the file.

v)  If the files are arranged according to subject name, the name of the subject should also be written as it is.

vi)  If the files are arranged with the name of the place, in such condition also the name of the place is written as it is.

Advantages of alphabetic filing method are as follows:-

i)  This method is simple to understand and operate.

ii)  It is less expensive or is economical.

iii)  It can easily be applied to geographical and subjective filing method.

iv)  This method is flexible. Increase or decrease in number of files does not create any problem.

v)  It is self-indexing, so it is complete in itself and as such no separate index is required

vi)  It provides scope for direct reference and quick location of files without much labour and time.

vii)  This method is suitable for both large and small organizations.  

Disadvantages of alphabetic filing method are as follows:- 

i)  It becomes inconvenient to arrange the files in case the numbers of files are

ii)  Difficulties, confusion and delay may arise due to the necessity of referring names and guides.

iii)  It becomes quite confusing to arrange files of similar names.