Posts Tagged ‘Terminal Digit Filing’
COLOR-CODING WITH TERMINAL DIGIT FILING
-Color-coding is very effective with terminal digit filing. Using the number 87 34 71 you would
-If you have a file room with 10,000 records and color-code the last two digits you will have 100 records in the file room filed beside each other with the same two colors. It is easy to see if someone puts a record into the wrong section since the color scheme would be broken.
-You only need to search through 100 files for a missing folder instead of 10,000 (since you know the color of the last two digits).
-Still using the example 87 34 71 if you decide to color-code the 1,000 digit also (3) in our example, that would reduce the amount of records with the same three colors to 10 records.
I recommend color-coding the 1,000 digit when the file room contains 30,000 or more records (means 30 records with the same 3 colors as opposed to 300 when coding 2 colors).
I would not recommend color-coding all the digits of the number because of the rainbow effect makes spotting misfiles difficult (too many colors) Also, why spend unnecessary money?
Read my article “Analysis of Terminal Digit” Filing for information about terminal digit filing.
Need folders or labels? Go to Efficiency Solutions for a great selection of filing products.
>What suggestions can you add to color coding terminal digit filing?
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).