Posts Tagged ‘filing systems’
An organized filing system can be arranged in a number of ways including: Alphabetical, Straight Numeric, or Terminal Digit order.
This article focuses on Terminal Digit filing.
With Terminal digit filing the last two digits of the filing number determine the primary location of the file. Then you go to the middle two digits, then the beginning digits (how many digits depends on the size of the number).
A simple way to describe how to file a six digit number in terminal digit order is: last two, middle two, first two.
For example: the number 13 76 20 would be filed in the (20) section, then in order by the (76), then in order by the (13).
You are basically taking the entire file room and dividing it up into 100 sections. The sections start at (00) and end at (99)
You look at the last two digits first (last two) which means the first section in the file room contain all the numbers that end in (00) and the last section contains all the numbers that end in (99).
Terminal Digit File Room Illustration
These sections pretty much stay constant so knowing the last two digits of the filing number means knowing the section of the file room that contains that record (a number ending 50 will be in the middle of the file room etc.).
Now that the record is in the primary section the next digits to file by in that section are the (middle digits). Then you go to the next digits back (first two with a six digit number).
In an organized filing system folders are arranged in some kind of order (we hope!). Some commonly used methods include: alphabetical, straight numeric, terminal digit numeric, or by some category. Sub categories can also be added to the above methods.
Straight numeric filing is basically putting the folders in order of lowest number to highest number.
Knowing the advantages and disadvantages of the various systems upfront will allow for an informed decision based on your particular needs.
This article provides information regarding straight numeric filing.
1) Choosing a Number
Before putting the files into numeric order you have to decide what number will be used to designate each folder. Some numbers commonly used are: medical record number, account number, billing number, assigned number etc.
2) Determining if Straight Numeric is the Correct Choice
-How folders many will make up the filing system?
-The number of digits that make up the chosen number?
-How long the records will be kept in the system?
-What factors will determine when they are purged?
-Will the records be color-coded?
Paper filing system information online is scarce in todays digital world. Because of my years of experience working with paper filing systems I thought it would be helpful to create a forum designed to provide paper filing system information along with a venue to vent.
Categories of filing system help are listed on the right.
My website is a great place to purchase filing system related products.
What would you like to discuss?