7 th Edition  Read-Smith, Ginn Records Management © 2002 South-Western Educational Publishing Chapter 8 Numeric Records Management

© 2002 South-Western Educational Publishing Numeric Records Management  A systematic arrangement of records according to numbers Consecutive Numbering Terminal-Digit Numbering

© 2002 South-Western Educational Publishing Examples  Numeric filing systems are used by  Physicians and medical-related organizations  Banks and financial institutions  Lawyers  Architects  Insurance companies  Social welfare agencies

© 2002 South-Western Educational Publishing Advantages  Advantages of numeric filing systems  Easy to expand numeric files  Impersonal numbers ensure confidentiality of records  Working with numbers is faster and easier than with letters  Existing numbers can be used for coding (purchase order or invoice numbers)

© 2002 South-Western Educational Publishing Disadvantages  Disadvantages of numeric filing systems  Indirect access system, index required  More guides are needed than for other systems  More time needed to index and code  Some methods cause congestion at the end of the files

© 2002 South-Western Educational Publishing Consecutive Arrangement  Assigns numbers to records in ascending order sequence  Also called serial or sequential numbering  Numbers are considered in normal reading order from left to right Consecutive Numbering

© 2002 South-Western Educational Publishing Components  Components of a numeric system include  A numbered file  An alphabetic (general) file  An accession log  An alphabetic index

© 2002 South-Western Educational Publishing Numbered Files  Numbered guides and folders for the numbered file 102 FREY GEORGE C 101 HIGH SEAS FUEL 100 BROWN SUSAN D 100 Folder Main guide

© 2002 South-Western Educational Publishing Alphabetic File  Alphabetic guides and folders for the general alphabetic file AP-AZ AG-AO AA-AF A Folder Main guide

© 2002 South-Western Educational Publishing Accession Log  A serial list of numbers assigned to records ACCESSION LOG Code No.Correspondent Date 100BROWN SUSAN D 9/03/00 101HIGH SEAS FUEL 9/03/00 102FREY GEORGE C 9/04/00 103LOSARCOS EQUIPMENT 9/05/00 ACCESSION LOG Code No.Correspondent Date 100BROWN SUSAN D 9/03/00 101HIGH SEAS FUEL 9/03/00 102FREY GEORGE C 9/04/00 103LOSARCOS EQUIPMENT 9/05/00

© 2002 South-Western Educational Publishing Alphabetic Index  A list of correspondent names or subjects for a numeric file ALPHABETIC INDEX APACHE ADVERTISING122 APPLICATIONS106 BROWN SUSAN D100 COOK MARIETTAG FREY GEORGE C 102 LASTRADA PRODUCTS122XSEE APACHE ADVERTISING ALPHABETIC INDEX APACHE ADVERTISING122 APPLICATIONS106 BROWN SUSAN D100 COOK MARIETTAG FREY GEORGE C 102 LASTRADA PRODUCTS122XSEE APACHE ADVERTISING

© 2002 South-Western Educational Publishing Storage and Retrieval Procedures Check for release mark Read content to determine subject Code the filing segments and assign a number or the letter G Indicate record location under alternate titles in the alphabetic index  Inspect  Index  Code  Cross- Reference

© 2002 South-Western Educational Publishing Storage and Retrieval Procedures Arrange records numerically Place record in appropriate folder Locate record under code identified on the alphabetic index  Sort  Store  Retrieve

© 2002 South-Western Educational Publishing Cross-Reference Example  Computer index record and cross-reference

© 2002 South-Western Educational Publishing Terminal-Digit Arrangement  A nonconsecutive numeric storage method  Breaks numbers into groups  The last group of digits used as the primary file division  Number groups read left to right  A nonconsecutive numeric storage method  Breaks numbers into groups  The last group of digits used as the primary file division  Number groups read left to right 6401 Primary Group 6401 Primary Group 058 Tertiary Group 32 Secondary Group

© 2002 South-Western Educational Publishing Middle-Digit Arrangement  A nonconsecutive numeric storage method  Breaks numbers into groups  The secondary group of digits used as the primary file division  Number groups read middle to left to right  A nonconsecutive numeric storage method  Breaks numbers into groups  The secondary group of digits used as the primary file division  Number groups read middle to left to right 32 Primary Group 32 Primary Group 058 Secondary Group 6401 Tertiary Group

© 2002 South-Western Educational Publishing Comparison  Comparison of numbers sorted for terminal- digit and middle-digit storage Terminal-Digit Terminal-Digit Middle-Digit Middle-Digit

© 2002 South-Western Educational Publishing Chronologic Arrangement  A nonconsecutive numeric storage method  Records filed by calendar date  Date on document used as numeric code  Followed in all methods of storage as records are placed in their folders  A nonconsecutive numeric storage method  Records filed by calendar date  Date on document used as numeric code  Followed in all methods of storage as records are placed in their folders 5/30/99 2/14/00 9/13/01

© 2002 South-Western Educational Publishing Coding Systems Numbers separated by a dash, space, or comma  Duplex-numeric  Decimal-numeric Numbers used in units of ten  Alphanumeric Main subjects coded by alphabet, subdivisions coded by number Groups of numbers represent subjects in an encyclopedic arrangement  Block-numeric

© 2002 South-Western Educational Publishing Alphanumeric Example MGT – MANAGEMENT MGT-01RECORDS MANAGEMENT MGT-01-01FILING EQUIPMENT MGT-01-02FILING SYSTEMS MGT AUTOMATED MGT ELECTRONIC MGT PROCEDURES MANUAL MGT-01-03RETENTION SCHEDULE MGT-02SALES MANAGEMENT MGT-02-01ADVERTISING MGT – MANAGEMENT MGT-01RECORDS MANAGEMENT MGT-01-01FILING EQUIPMENT MGT-01-02FILING SYSTEMS MGT AUTOMATED MGT ELECTRONIC MGT PROCEDURES MANUAL MGT-01-03RETENTION SCHEDULE MGT-02SALES MANAGEMENT MGT-02-01ADVERTISING

© 2002 South-Western Educational Publishing Computer Indexes  Eliminate re-entering data  Are easy to access and update  Can be sorted for consecutive, terminal- digit, or middle-digit arrangements