Effective Document Classification and Archiving Methods

• Rating Alphabetical: Documents are classified based on the name of the person or the reason for the company shown in the document.
• Geographical Breakdown: Documents are classified by place of residence of the person or entity, as the province-city-street and finally the name.
• Classification of Materials: Documents are grouped according to the topic at hand, understood as a common feature field.
• Alphabetical Materials as Logical Categories:

a) Number: Each field is assigned a number, and each subdivision a number.
b) Alphanumeric: Each field is assigned a letter or number, and subdivisions another letter or number that is added to the first component.

• Rating Chronological: Ordering progressively, by date of entry or maturity.
• Decimal Classification: Grouping documents and books into 10 major groups. The first division is from 0 to 9, and each is subdivided into 10 groups from 0 to 9.

RECORD KEEPING
· Owned interest of the organization: Keeping documentation can keep alive or in active memory company information.
· For legal requirement
ARCHIVE The body designs of documents or records for a company.
Local where those documents are stored.

STAGES OF PROCESSING DATA

• Registration: Occurs when the data is noted.
• Rating: The data must be identified and distributed.
• Coding: Each data is assigned a name.
• Treatment: Data Processing.
• Calculation: Data are subject to calculation.

ARCHIVE / CUSTODY Data must be saved for when necessary, to obtain information quickly. The documents produced are to be classified and archived.
FILE ORGANIZATION A) For use:
- Active: Documents are stored while they are frequently used.
- Semi-active: They are assets that are used sporadically.
- Inactive: Rarely used.
B) For autonomy:
- Centralized: Company documents are stored in one place to react to requests for consultation.
- Decentralization: Have a separate series of divisions; each department is independent.
FILE SYSTEM Folders sorting: bellows system folders and label each folder simple: most used type hanging folders: folder type with two plastic hooks.