Numeric filing is commonly used for larger
systems. Government offices, courts, financial
institutions, insurance companies and similar
organizations have created thousands of numeric filing
systems.
Straight numeric filing is probably the most common of
all number-based s ystems.
It works quite well in some locations, but can be
cumber-some in others. Straight numeric filing systems
are typically color-coded, illustrating all of the
digits within each number. As a result, when color-coded
folders are lined up, they create unique ribbons of
color that allow quick identification of records.
Transposing digits is a common filing error.
Color-coding virtually eliminates misfiles due to
transposing, because it immediately flags the error, and
cues the user to correct it before it leads to problems.
The system works well when the numbers are issued in
sequential order. Filing departments that can rely on
consistency in their numbering system find straight
numeric filing workable.
Some organizations, however, do not have sequential
systems. Many have random incoming numbers. For example,
many organizations use a person’s social security number
as their filing number. In such cases, the irregularity
of incoming numbers makes planning adequate shelf space
throughout the system very difficult.
Sequential Numbers Work Best For Straight Numeric
Systems
Constantly shifting records to make space for incoming
files results in a large amount of lost time and labor —
as well as inefficient access when records are being
moved. This is also true of sequential systems where a
large number of records — yet not necessarily all the
records — are retired.
The file room must be shifted in order to retain proper
sequence. With each shift and change in location, users
lose their sense of file location from low to high
numbers. From a physical standpoint, the disruption of
the file system’s numeric pattern means that all
employees would need to be reoriented. After a shift of
folders, the number 116,000 would no longer be found in
its prior location. |
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| 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. |
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