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 1 st 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 1 st 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 1 st 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