A good filing system shares all of the common characteristics of a_____
a. Highway files often travel to different destinations
b. Database – it must store information for easy access and retrieval
c. Business each folder must have a unique structure to serve different clients
d. Library – all files, whether they are used or not, must be in one location
Please select the best answer from the choices provided
A
B
C
D
The correct answer and explanation is:
The correct answer is B: Database – it must store information for easy access and retrieval.
A good filing system should be designed to store information in an organized manner that allows for easy access and retrieval. This characteristic is similar to how a database operates. A database stores vast amounts of information in a structured format, typically involving tables, rows, and columns, which facilitates quick and efficient retrieval when needed. Similarly, a filing system should have a structure that allows users to easily find the files they need without unnecessary delays or confusion.
To compare this with the other options:
- A: Highway files often travel to different destinations – This choice does not describe the core function of a filing system. While files may be moved, the primary purpose of a filing system is to keep information organized and accessible rather than to facilitate travel.
- C: Business each folder must have a unique structure to serve different clients – This choice suggests that each folder must be uniquely structured for different clients. While some level of customization may be needed in certain situations, it is not a defining characteristic of a good filing system. The structure should be uniform to ensure consistency and ease of use.
- D: Library – all files, whether they are used or not, must be in one location – While keeping files in one location is important for organization, the idea of storing unused files does not fully align with the goal of a good filing system. The key is to organize files in a way that allows easy access, not just to store them in one location.
In conclusion, a good filing system, much like a database, ensures that information is well-organized and can be retrieved quickly and efficiently when needed. This characteristic is crucial for maintaining an effective and functional filing system.