Advantages of Numeric Filing System
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Advantages of Numeric Filing System
CONSECUTIVE NUMERIC FILING
consecutively numbered records arearranged in ascending number orderfromthe lowest number to the highest number
Also called serial, sequential and straightnumeric
legal case files
a serial list of numbers assigned to recordsin a numeric storage system.
numeric file list or accession book
Used to keep track of numbers
that have been assigned to records
incoming record and copies of outgoingrecord receive in records department
assigned number codes in the order receive
sufficient number for the samecorrespondents has accumulated
receive in random order
not in alphabetic order
consecutive numeric order
name or title
keyed all caps
small filing system
be a book
number is assigned is written in the datecolumn on the right
larger numeric filing system
numbers may be assigned automatically
electronic accession log
used when 1,000 or more files are in therecord system or when several users mustaccess the files at the same time
a card or a computer file of allcorrespondent names or subject titlesarranged alphabetically
May include subdivision of subjects as wellas the main subjects
Used when the correspondent name orsubject is known but the assigned numberisn’t.
Check the alphabetic index before assigninga new number prevents assigning more thanone number to the same name or subject.
consecutive number order with the lowestnumber first
starts at an even number such as 10,100, or1000 with no regard
the alphabetic order of the names orsubjects.
It is a general alphabetic file in which guideand folder captions contain only letters ofthe alphabet
Check each record for a release marktoindicate the record can be filed.
Indexing, Coding and Cross Referencing
Select the correspondent name or subject
the filing segment and code the units.
Select and code any crossreference namesor subjects as well.
sort the records alphabetic order
Placing the records in alphabetic orderspeeds up
use of the alphabetic index to determinethe code for each record.
Consult the alphabetic index
Write the assigned file
code or a G in upper right corner of record
Assign next available number, if one hasnot been assigned, or a G
Enter new file code number into accessionlog
Write code number or a G in upper rightcorner of record
Easy and unlimited expansion
Easy transfer of inactive records
Crossreferences are in general file
Same numeric code for all records for onecustomer
Labeling takes less time
Easy detection of misfiled records
Requires reference to alphabetic index
Requires more guides
Numbers can be easily transposed
DATABASES FOR NUMERIC STORAGE
can simplify creation of the accession logand the alphabetic index.
All information can be kept in one databasetable.
The sort function can sort file codenumbers for the accession log.
TerminalDigit Accession Log Query Results
NEED FOR NUMERIC FILING
a method of arranging record by number
when to use
1. Record have a unique numberalready assigned to them
number are print on checks, purchase order or invoice
2. Record have been assigned a numberthat has some important meaning
the first three digit of your credit card
3. Record are confidential and unauthorizedaccess must be prevented
banking account balance or payroll info
numeric storage method in which the lasttwo or three digits are used as the primarydivision under which a record is filed
Numbers are divided into groups
Numbers are divided into groups separatedby a space or a hyphen
Numbers are read from right to left
The end digits are the terminal digits
secondary(guide number) = 35
primary (file section, drawer, shelf number )= 14
tertiary (folder number) = 65
Numbers are divided into groups separatedby a space or a hyphen.
The middle group—middle digits—areused as the primary filing division
Numbers are read from middle to left toright.
Records filed in date sequence—mostrecent on top, or oldest on top.
Principle followed in all storage methods
secondary (guide number) 35
primary (file section, drawer or shelfnumber) 14
tertiary (folder number)