Numeric Filing Procedures

Report
Numeric Filing Procedures
OT 122
Chapter Four
Introduction
• Numeric filing
– Arranges numbers according to numbers
• Either consecutively
• Or in groups
– Nonconsecutive
» Use groups of digits when numbers are assigned to
records
– Often color coded
• This can reduce filing & retrieval time by 50%
– Several advantages
• Numbers usually require less space on labels
• Confidentiality is protected
• Less time needed for training
Consecutive Numeric Filing
• Four components
– Serially numbered folders with guides
• Consecutive files, with a guide every so often to make
things easier
– General alphabetic folders and guides
• Until there are enough records to assign a number
(3+?), records are kept alphabetically in a ‘general’
folder in front of the numeric filing
– Alphabetic index
• See 4-2
– Accession log
• See 4-4
• Used along with the alphabetic index
Numeric Filing Procedures
• #1 – Inspecting
• #2 – Indexing and Coding
– Cross-reference in the alphabetic index only
• #3 – Sorting
• #4 – Number Assignment
– Check the alphabetic index for assignment
• If number, file in numeric folder
• If ‘G’, file in ‘General’ file UNLESS the latest record
makes #3 for a name
– Then check accession log for next available number
– Write number on ALL records (crossing out ‘G’ on the original
2)
– Prepare a new numeric folder
Numeric Filing Procedures
• If the name is not in the index
– Add the name to the alphabetic index and assign ‘G’
– Prepare a new card
– File in ‘General’ section
• #5 – Numeric sorting
– Sort into groups BEFORE filing
• #6 – File and Retrieval
– Always check alphabetic index first
– Same procedures for charge-out and follow-up
Filing Records in Binders
• Used for oversize documents
• Check Your Understanding
– Page 60
– Clean sheet of paper
– Numbered 1 – 10
– Answers should be 1, 2, 3, 4, or 5
– 4 minutes
– When done, turn over
Terminal-Digit
(Nonconsecutive) Numeric Filing
• Consecutive number filing can lead to large
numbers and misfiling and/or inefficient filing
and retrieval
• Terminal digit filing is more efficient
• Numbers are assigned in groups
• Read from right to left
• The last digits are considered the key indexing
units (and so are the 1st read)
Terminal-Digit
(Nonconsecutive) Numeric Filing
• Example of consecutive vs. terminal – page 62
• Number positioning can represent location
– Drawer, guide, folder number, etc.
• Check Your Understanding
– Page 63
– Back side of previous CYU
– Just need 10 numbers in correct order
– 4 minutes
– Turn in when done
Practical Application 4B
• Use cards 1-25 from Pad 1
• File terminally based on numbers in the top
left hand corner (did you notice these earlier?)
• Complete checksheet 4B
• Turn in
Color-Coding Numeric Files
• Helps with efficiency, even with numeric folders
• Check Your Understand
– Page 65
– Use first 2 numbers to determine the 2 colors used
– On clean sheet of paper, write the 2 colors in the
order they appear in the book, along with the
consecutive order file number
• 1st line – 9 light green & yellow
– Turn sheet over when done
– 3 minutes
Color-Coding Numeric Files
• When color-coding terminal-digit files, start
from…
– the back!
– the right!
• Check Your Understanding
– Page 66
– Back side of previous CYU
– Using the same color codes, assign colors and
numbers in the same manner
• 1st line – 8 dark green & purple
– 3 minutes
– Turn in when done
Bar-Coding Files
• Wave of the future
• Can use bar codes just like UPC codes on
products
• Records management software can print bar
code labels
• Scanners then keep track of files

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