Alphabetical Records Management System
Advantages
- Simple to understand.
- Convenient for grouping correspondence by name, subject or location.
Disadvantages
- Locating a name file, especially those with common names, takes time.
- Correspondence with same or similar names can be misplaced.
Geographical Records Management System
Advantages
- Suitable for businesses with operations in different places.
- It is adaptable to an alphabetical system.
Disadvantages
- Knowledge of Geography is important.
- There is need for a card index of the correspondents.
Subject Records Management System
Advantages
- Correspondence relating to the same subject can be grouped together.
- It is adaptable to the alphabetical, geographical and numerical system.
Disadvantages
- It is not suitable for businesses that have large amounts of correspondence.
- It is difficult to decide under which title to file a given correspondence when it is not stated.
Chronological Records Management System
Advantages
- Suitable for documents or matters that require attention to follow up.
- Documents relating to the same time period are group ed together.
Disadvantages
- There is need for an alphabetical card index.
- Errors in writing dates on folders can cause papers to be misplaced.
Numerical Records Management System
Advantages
- Suitable for confidential records.
- It is easy to locate a numbered file.
Disadvantages
- There is a need for alphabetical index cards to operate the system.
- It takes time to consult the index cards to identify a file number.
Electronic Records Management System
Advantages
- Documents can be retrieved very quickly.
- Data is safeguarded by a password against unauthorized access
Disadvantages
- Equipment is very expensive.
- Back-up copies are required, as files can be accidentally deleted.
Reference
Office Administration, Frank Ramtahal, Caribbean Education Publishers, 2007, pages 149-154
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