Advantages of Numeric Filing System

Advantages of Numeric Filing System
CONSECUTIVE NUMERIC FILING
consecutively numbered records are
arranged in ascending number orderfrom
the lowest number to the highest number
Also called serial, sequential and straight
numeric
such as
checks
invoice
insurance policies
legal case files
medical records
engineering drawing
components
accession log
a serial list of numbers assigned to records
in a numeric storage system.
numeric file list or accession book
Used to keep track of numbers
number codes
that have been assigned to records
incoming record and copies of outgoing
record receive in records department
assigned number codes in the order receive
sufficient number for the same
correspondents has accumulated
receive in random order
not in alphabetic order
consecutive numeric order
name or title
keyed all caps
indexing order
small filing system
be a book
number is assigned is written in the date
column on the right
larger numeric filing system
numbers may be assigned automatically
electronic accession log
used when 1,000 or more files are in the
record system or when several users must
access the files at the same time
alphabetic index
a card or a computer file of all
correspondent names or subject titles
arranged alphabetically
May include subdivision of subjects as well
as the main subjects
Used when the correspondent name or
subject is known but the assigned number
isn’t.
Check the alphabetic index before assigning
a new number prevents assigning more than
one number to the same name or subject.
numbered file
consecutive number order with the lowest
number first
starts at an even number such as 10,100, or
1000 with no regard
the alphabetic order of the names or
subjects.
alphabetic file
It is a general alphabetic file in which guide
and folder captions contain only letters of
the alphabet
produceres
Inspecting
Check each record for a release markto
indicate 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 names
or subjects as well.
Sorting
sort the records alphabetic order
Placing the records in alphabetic order
speeds up
use of the alphabetic index to determine
the code for each record.
Number Coding
Consult the alphabetic index
Write the assigned file
code or a G in upper right corner of record
Assign next available number, if one has
not been assigned, or a G
Enter new file code number into accession
log
Write code number or a G in upper right
corner of record
advantages
Rapid refiling
Easy and unlimited expansion
Easy transfer of inactive records
Crossreferences are in general file
Builtin security
Same numeric code for all records for one
customer
Labeling takes less time
Easy detection of misfiled records
disadvantages
Requires reference to alphabetic index
Requires more guides
More timeconsuming
Congestion
Numbers can be easily transposed
TERMINALDIGIT STORAGE
numeric storage method in which the last
two or three digits are used as the primary
division under which a record is filed
Numbers are divided into groups
Numbers are divided into groups separated
by a space or a hyphen
Numbers are read from right to left
The end digits are the terminal digits
Number Groups
MiddleDigit Storage
35 -14-65
secondary(guide number) = 35
primary (file section, drawer, shelf number )
= 14
tertiary (folder number) = 65
Numbers are divided into groups separated
by a space or a hyphen.
The middle group—middle digits—are
used as the primary filing division
Numbers are read from middle to left to
right.
chronological storage
Records filed in date sequence—most
recent on top, or oldest on top.
Principle followed in all storage methods
35-14-65
secondary (guide number) 35
primary (file section, drawer or shelf
number) 14
tertiary (folder number)
NEED FOR NUMERIC FILING
numeric filing
a method of arranging record by number
when to use
1. Record have a unique number
already assigned to them
number are print on checks, purchase order or invoice
2. Record have been assigned a number
that has some important meaning
the first three digit of your credit card
3. Record are confidential and unauthorized
access must be prevented
banking account balance or payroll info
DATABASES FOR NUMERIC STORAGE
Database software
can simplify creation of the accession log
and the alphabetic index.
All information can be kept in one database
table.
The sort function can sort file code
numbers for the accession log.
TerminalDigit Accession Log Query Results
20