Office Administrative Assistant Practice Exam

Which is not an advantage of a numeric filing system?

1. Increased filing speed

2. Reduced risk of misfiling

3. It requires the use of a cross-reference

4. Simplified retrieval process

The correct answer is: It requires the use of a cross-reference

A numeric filing system offers several advantages that streamline the organization and retrieval of documents. It enhances filing speed because numbers can be easier to sort and process than alphabetic names, especially in large datasets. Additionally, the reduced risk of misfiling arises from the clear, systematic order numeric systems provide, which minimizes confusion compared to more ambiguous alphabetical systems. The simplified retrieval process is another key strength, as anyone familiar with the numerical order can quickly locate a document without needing to remember specific names. However, these advantages can often come with the requirement of a cross-reference system, which facilitates access to the files since numeric identifiers alone might not convey enough information about the content of the files. This necessity to support effective navigation can be considered a disadvantage, but it does not detract from the overall efficiency of a numeric filing system.