Posts Tagged ‘Straight Numeric Filing’

Before creating a numeric filing system for your records, it is important to decide what filing number to use. 

Terminal Digit Filing

Here are some questions along with some ideas to help you decide:

Taking the time to think through all the current and future aspects of your filing needs will help to save you time and trouble as the system grows. Nothing is worse than having thousands of records filed only to have to re-do the system because of factors not considered at the beginning.

1)  How many total records are anticipated for this system?

If the system is very small what number to use is not as important.  In fact, you might want to consider alphabetical filing since this may reduce the need to cross reference in order to find the record’s number. 

For large filing systems a shorter number is easier to handle. 

2)  What numbers already exist that may be used?

Maybe a billing number, medical record number etc?  If you decide to use an existing number accessibility of the number is very important.  Using a computer system that contains the filing number is the most commonly used method. 

3)  Will you be color-coding the records?

If you decide to color-code the records a shorter number is easier to work with.

4)  Where do you intend to designate the number on the folder?

Make sure the number is not so long all the numbers cannot be viewed on the folders.

5)  Will sub-folders be created that need to be numbered?

If sub-folders are used another decision has to be made about how to designate the sub-folders.  Using the date the sub-folder is created is a common designation method.

6)  Will regular purging of the files occur?

If a sequential filing number is used purging will create holes at the beginning of the filing system which means the records must be shifted to make space for the new numbers (newer numbers will be filed at the end of the system).

7)  Is confidentiality an issue with the number being considered for the record? 

confidential_file_folder_0515-0911-0222-3558_SMUIf the files are located where they can be casually viewed, this issue becomes very important.

 

 

8) Will drawers or open shelving be used for the system?

When records are filed in drawers it is harder to see the number.  A shorter number could help. 

When records are filed in drawers it is harder to see the number. A shorter number could help. Also remember that filing drawer cabinets are very inefficient use of floor space.

cartoon

Considering all the factors listed above will aid you when designing a numeric filing system.

Do  you have any additional ideas regarding numbering folders?

Need to purchase  folders or labels?  Check out Efficiency Solutions for all your filing system needs.

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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