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.

Example of a Terminal Digit System

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

00 01 02 03 04 05 06 07 08 09
10 11 12 13 14 15 16 17 18 19
20 21 22 23 24 25 26 27 28 29
30 31 32 33 34 35 36 37 38 39
40 41 42 43 44 45 46 47 48 49
50 51 52 53 54 55 56 57 58 59
60 61 62 63 64 65 66 67 68 69
70 71 72 73 74 75 76 77 78 79
80 81 82 83 84 85 86 87 88 89
90 91 92 93 94 95 96 97 98 99

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).

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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?

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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.

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