These may be topical or classified arrangements. Topical filing arranges files in straight alphabetical order. For example, subject correspondence would be arranged from A-Z, based on the name of the subject. This method is also called the "dictionary" method because it is the method used in dictionaries.
Classified filing places related documents under a major sub-heading. For example, customer complaint correspondence may be filed under the general heading of customer relations. An alphabetical arrangement also is appropriate for filing records that are arranged by geographical locations, such as cities, towns or counties. This system is also called "encyclopedic" because records are arranged first by broad categories (for example, "grants"), followed by sub-headings ("2001"), followed by still other sub-headings ("records" or "security").
Advantages of Alphabetical Filing
* An index to records may not be needed.
* Can be effective, if everyone adheres to filing rules.
* Permits browsing through files.
Disadvantages of Alphabetical Filing
* More misfiling occurrences than in numerical systems. Misfiles occur frequently with alphabetical filing due to different interpretations of order. For example, the prefix "Mac" and "Mc" may be filed in various positions if users are not adhering to the same rules of alphabetical filing.
* Name changes can cause problems with retrieval.
* It becomes inefficient and cumbersome in large systems.
* Unauthorized persons can easily find records.
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