End File Room Shifting
Forever
Terminal Digit systems are the only orderly way to keep
files based on random incoming numbers
 efficiently
organized. Terminal Digit systems accept all kinds of
variations in numbers and number formats. These
extremely effective systems offer many advantages to
file room operations.
Terminal Digit Performance
With Random Numbers
Consider the problems random numbers cause when trying
to maintain a straight numeric order file. With straight
numeric systems, it is impossible to accurately predict
how much space to allocate to the randomly-based numbers
coming into the file system. Gaps caused by missing
numbers result in some sections of the shelves left
empty, while other shelves within the file can become
tightly crowded with folders.
Terminal Digit Filing Makes
It Simple To Divide And Equalize Folders
Terminal Digit systems treat the last 2, 3 or 4 digits
in a number as a single unit. For example, the numbers
036 represent the last three digits of a longer number.
The numbers 036 are then considered ending or terminal
digits, and all folders ending in 036 are grouped in one
T.D. section. The lowest file section possible is 000,
and the highest number combination is 999. This is
called a 1,000-division ID. system because the file is
divided into 1,000 groups (000 through 999).
Once all the numbers in the file are sorted by their
three ending digits, the next three digits are filed in
straight numeric order within their section. Each
section from 000 through 999 contains approximately the
same number of folders, so the file is divided and
equalized for easy management.
You Use The Same Numbers,
But Sort Them Differently
Terminal Digit filing doesn’t re-create the numbers you
use. It is simply an organizational technique that uses
available numbers to divide files into unique, easily
located groups.
Any Numbers Can Work
Together
When two companies merge, the file folders involved will
most likely have two different numbering methods. Jeter
T.D. systems adapt well to a variety of numbers, so they
are helpful in situations like this. When combining file
folders of 7-digit numbers with 6-digit files, those
with 6 digits will be found to the left side of the
correct sections, because their numbers are lower. Those
with 7 digits will be to the right side of the section,
because their numbers are higher. |
| |
Most 1,000-Division
T.D. Systems Require Only 6 Digits
With T.D., you don’t have to reference an entire
number.
 Number 291-81-3036 would be looked at as
813-036. A 6-position number yields one million
possible combinations. If a number has a
duplicate, simply reference the three digits
normally unused to file the smaller number
before the larger number. The two folders are
filed side-by-side, with 282 before 291, both
coded 813-036.
Reduce Transposed
Digits
Using part of a number makes sorting and all
other filing activities easier to accomplish.
The chance of transposing numbers using 9 digits
is far greater than when using only 6 digits.
Pre-Sorting Is
Faster
Another significant advantage is that when you
pre-sort documents and folders, you only
reference the ending last three digits. With one
simple sort, the material is practically ready
to go into its folder. When using whole numbers,
9 or more digits may be involved, which makes
pre-sorting considerably more time consuming.
Sense Of File
Location Is Immediate
Consider retrieving folder 291-81-3036 from a
straight numeric system. Approximating the shelf
location of the 291 file group would be
difficult. When dealing with social security
numbers, gaps and groups of missing numbers
simply do not allow for the predictability of
number location within a straight numeric file
system.
With TD., it is easy to understand that T.D.
shelf section 501 would be approximately half
way into the system. This immediate sense of
location means file personnel don’t waste steps
going in the wrong direction.
Activity Is Equally
Distributed Throughout The Film Room
Another advantage of T.D. filing is that it
spreads filing activities equally throughout the
file room. Typically, file folders with the
newest, most recently issued numbers have the
highest file activity. Straight numeric systems
cluster activity around these new files. But T.D.
systems spread higher, most recent numbers
throughout the sections. This means filing staff
is not constantly at the same shelves trying to
retrieve or file documents.
Equalize Work
Assignments
T.D. systems also enable filing work to be
assigned clearly and equally. In a
1,000-division system, one file clerk could be
assigned T.D. sections 000 through 499, and
another assigned to T.D. sections 500 through
999. Each file clerk would have the same amount
of file folders. Document filing, file folder
pulls and other activities would be practically
equal. With mobile systems, each worker is
responsible for distinct ranges and aisles. |
|
| |
T.D. Performs In
Mobile Systems
The location of T.D. sections never changes. You
can always count on them to remain in the aisles
to which they were first assigned. This makes T.D. filing very helpful in organizing file
space in
 mobile systems. It is troublesome and
time-consuming to open a mobile aisle only to
find the number you thought was in that section
has over-flowed into the following range. But
with T.D., file section 036 stays in the same
location, even after file purges. You save
additional time by converting your folders to
T.D. before moving them into a mobile system.
Limited aisle access makes conversion after
files are placed in mobile units far more
difficult.
Planning Shelf Space
For Ti. Filing Made Simple
To determine the physical shelf space required,
just take your total file room space and divide
it into 1,000 T.D. sections. If your file room
contains 1,050 shelves, each file shelf section
would contain one T.D. group. Shelf number one
would be 000, and the last shelf would be 999.
The extra 50 shelves would most likely be
divided and allocated equally into the other
1,000 shelves. This would allocate the file room
into 1,000 equal-sized shelf spaces. if 500
shelves are available, two T.D. groups could
easily share one shelf. And if 250 shelves are
available, four groups per shelf could also
work.
T.D. Lets You Use
Maximum Capacity Of File Equipment Because File
Shelves Fill Equally
Distribution of file folders is equal in each
T.D. file section. So file shelves fill equally
and predictably. When shelves become full, a new
file room layout could be considered to add
needed shelf space. Another alternative would be
to retire inactive folders to a separate,
inactive file area, freeing space within active
T.D. sections.
Retiring Old Folders
is Easy
In many systems, the inactive folders are not
necessarily those with the lowest numbers. With
T.D. systems, the newer, higher-numbered folders
can be purged simultaneously as their activity
reduces to closure. Once a file purge has taken
place, the shelf space awaiting new arriving
folders is equalized.
Frequently, systems based on numbers issued in
consecutive order are filed in T.D. sequence. In
these systems, it is common practice to retire
only the oldest, lower numbers. If you retired
the lowest-numbered file folders from T.D.
section 000, space would be created only at the
left of the section. To make space available for
new consecutive numbers — which are higher —
merely move the folders in section 000 to the
left. This frees new space at the right without
the need for a major file room shift. |
|
| |
End File Room Shifting
Forever
The purging activity just described for shelf 000 would
occur throughout the system. The pattern of file folder
removal would yield equal results with straight numeric
numbers or random numbers. Jeter
 T.D. Systems do the
best job possible of utilizing the maximum capacity of
your filing equipment.
100-Division T.D. Filing
Works Well In Smaller Systems
T.D. systems can be designed to accommodate any size
filing system. Those with smaller systems of up to
15,000 file folders may want to consider a 100-division
T.D. system. This choice divides your filing space into
100 equal sections, 00 through 99.
T.D. Also Performs In
10,000-Division Systems
In larger systems of over 200,000 records, a T.D. system
of 10,000 divisions might be considered. This system
divides total file space into 10,000 shelf units of
equal size. Records collect in each section by
color-matching like and ending terminal digits 0000
through 9999.
The Traditional T.D. System
The very first T.D. systems had only two positions of
color-coding. Traditional T.D. numbers are divided into
three groups of two, and the final two digits gather by
their like and ending digits. These systems were mostly
used by hospitals.
Traditional T.D. is similar to other T.D. filing
systems, but the second two numbers are also grouped by
their like digits. In the example shown, 06-90 is
followed by 0691. As shown, the third position is not
traditionally color-coded. The next group of two digits
is filed in sequential order.
Wby Jeter Recommends A 3-3
Color-Coding Pattern
Most people today choose a 1,000-division T.D. system of
filing. At Jeter, we believe that a 3-3 color-coding
pattern (i.e. 654-036) is easiest to understand and use.
This pattern is less complex than the double-matching
sequential nature of the Traditional T.D.
Consider Jeter Systems ...
Jeter’s Single-Source
Convenience Includes Folders For System Of All Types
Jeter Systems manufactures a full array of color-coded
file folders. In addition to our bright, visually
effective systems, we can match colors to any
color-coded system on the market today.
File Conversion? Let Jeter Provide A Sequence Change
If you are contemplating a file conversion that will
require a sequence change, rely on Jeter Systems for
superior recommendations and service. Jeter Systems and
Datamation Systems have the resources and expertise to
complete the project to your satisfaction and with
minimal disruptions in normal operations.
Expert Computerized Software
Management
Jeter Systems also offers a complete line of bar code
software management to track records throughout an
organization, either in singe station unit or network
form.
Computerized Color & Bar
Codes
Jeter manufactures file folders using computer-created
color-coding labels that offer a true advantage during a
file folder conversion. If your data is on a computer
disk, labels that mimic that data can be created and
color-coded in a way that makes conversion far more
accurate and easier to accomplish.
Create File Folder Labels in
Your Office Via Computer
Jeter has two color-coding systems that allow you to
create beautiful, concise, vibrantly colored labels for
your folders. These systems can print a wide variety of
information on the folder label. Options including
barcodes, five lines of text and a wide variety of
color-coding allow you to design the perfect label for
your unique needs. |
| |
| In addition to Jeter, we
also represent several other major manufacturers should
you need to match an existing system. For a free
analysis of your existing operation or to simply discuss
a future application, please feel free to
call us or
fill out our
“request for information” form. |
|
|
|
