CHAPTER 4(1) - NUMERIC RECORDS MANAGEMENT.pdf

4 4.1 Numeric Records Management ◤ Need for Numeric Filing Consecutive Numeric Filing Terminal-Digit and Middle-Digit Numbering Chronologic Filing ◤ Need for Numeric Filing ▪ Numeric filing- a method of arranging records by number ▪ Numbers are such a p...

4 4.1 Numeric Records Management ◤ Need for Numeric Filing Consecutive Numeric Filing Terminal-Digit and Middle-Digit Numbering Chronologic Filing ◤ Need for Numeric Filing ▪ Numeric filing- a method of arranging records by number ▪ Numbers are such a part of our lives that we often memorize a list of numbers with ease. ▪ Eg. your telephone number, friend’s telephone number, your student or employee ID, etc. ▪ These number can be keyed into computers to access various databases and to obtain a variety of personal info. about you. ◤ When to Use Numeric Filing ▪ Record have a unique number already assigned to them (E.g.: Number are preprinted on checks, purchase orders or invoices) ▪ Records have been assigned a number that has some meaning or importance (E.g.: the first three digit of your credit card may be the telephone area code number to identify your geographic location) ▪ Records are confidential, and unauthorized access must be prevented (E.g.: banking account balances and payroll info.) ◤ Consecutive Numeric Filing ▪ Consecutive numeric filing- consecutively numbered records are arranged in ascending number order-from the lowest number to the highest number ▪ Also called serial, sequential and straight numeric ▪ Often use prenumbered records such as checks, invoices, insurance policies, legal case files, medical records, and engineering drawing  ◤ Consecutive Numbering Components ▪ Accession log ▪ Alphabetic index ▪ Numbered file ▪ Alphabetic file  ◤ Accession Log ▪ An accession log is a serial list of numbers assigned to records in a numeric storage system. ▪ Sometimes called a numeric file list or accession book ▪ Used to keep track of numbers (called number codes) that have been assigned to records  ◤ ▪ Incoming records and copies of outgoing records received in the records department are assigned number codes in the order received and after a sufficient number for the same correspondents has accumulated ▪ Records are received in random order so the names recorded are not in alphabetic order. However they are in consecutive numeric order ▪ In small filing system, the accession log may be a book. The date on which the number is assigned is written in the date column on the right  ◤ ▪ In larger numeric filing system, numbers may be assigned automatically in an electronic accession log ▪ The computer often is used when 1,000 or more files are in the record system or when several users must access the files at the same time ▪ Name or subject title is keyed in all caps and in indexing order.  ◤ Example of an Accession Log Alphabetic ◤ Index ▪ An alphabetic index is a card or a computer file of all correspondent names or subject titles arranged alphabetically ▪ May include subdivision of subjects as well as the main subjects ▪ Used when the correspondent's name or subject is known but the assigned number isn’t. ▪ Check the alphabetic index before assigning a new number prevents assigning more than one number to the same name or subject.  ◤ Example of an Alphabetic Index  ◤ Numbered File ▪ Contain numbered folders filed in consecutive number order with the lowest number first ▪ Usually starts at an even number such as 10,100, or 1000 with no regard for the alphabetic order of the names or subjects.  ◤ Alphabetic File ▪ It is a general alphabetic file in which guide and folder captions contain only letters of the alphabet.  ◤ Consecutive Number Filing Procedures ▪ Inspecting ▪ Indexing, Coding and Cross Referencing ▪ Sorting ▪ Number Coding  ◤ Inspecting ▪ Check each record for a release mark-to indicate the record can be filed.  ◤ Coding ▪ Select the correspondent name or subject that is the filing segment and code the units. ▪ Select and code any cross-reference names or subjects as well.  ◤ Sorting ▪ Sort the records alphabetically. ▪ Placing the records in alphabetic order speeds up the use of the alphabetic index to determine the code for each record. ◤ Number Coding ▪ Consult the alphabetic index ▪ Write the assigned file code or a G in upper right corner of record ▪ Assign next available number, if one has not been assigned, or a G ▪ Enter new file code number into accession log ▪ Write code number or a G in upper right corner of record  ◤ Advantages of Consecutive Numbering ▪ Rapid re-filing ▪ Easy and unlimited expansion ▪ Easy transfer of inactive records ▪ Cross-references are in general file ▪ Built-in security ▪ Same numeric code for all records for one customer ▪ Labeling takes less time ▪ Easy detection of misfiled records  ◤ Disadvantages of Consecutive Numbering ▪ Requires reference to alphabetic index ▪ Requires more guides ▪ More time-consuming ▪ Congestion ▪ Numbers can be easily transposed  ◤ Terminal-Digit Storage ▪ Terminal-digit storage—numeric storage method in which the last two or three digits are used as the primary division under which a record is filed ▪ Numbers are divided into groups separated by a space or a hyphen ▪ Numbers are read from right to left ▪ The end digits are the terminal digits ◤ Terminal-Digit Number Groups 35-14-65 Terminal Digits ◤ Terminal-Digit Number Groups— Order in the File Terminal Digits ◤ Middle-Digit Storage ▪ Numbers are divided into groups separated by a space or a hyphen. ▪ The middle group—middle digits—are used as the primary filing division. ▪ Numbers are read from middle to left to right. ◤ Middle-Digit Number Groups 35-14-65 Middle Digits  ◤ Terminal-Digit and Middle-Digit Arrangements Terminal-Digit Middle-Digit ◤ Chronologic Storage ▪ Records filed in date sequence—most recent on top, or oldest on top. ▪ Principle followed in all storage methods. 5.30.02 2.14.04 9.13.05 7.11.06 ◤ Databases for Numeric Storage ▪ Database software can simplify creation of the accession log and the alphabetic index. ▪ All information can be kept in one database table. ▪ The sort function can sort file code numbers for the accession log. ◤ Terminal-Digit Accession Log Query Results  ◤ Consecutive Numbering Supplies ▪ Numbered guides and folders for the numeric file ▪ Alphabetic guides and folders for the general alphabetic file ▪ Database software (or a lined book) for an accession log ▪ Database or word processing software for an alphabetic index ◤ Alphabetic Guides and Folders The general alphabetic file should be placed at the beginning of the numeric file. ◤ Numbered Guides and Folders One guide for every ten folders