Numeric Records Mgmt

1. Numeric Records Mgmt The number can be part of the record Purchase order or invoice number Assigned to the record based upon some system An identifying number Zip code Telephone number Social security number Account number Date of birth Driver License number

2. Uses of Numeric Records High volume & concern for protecting confidentiality use numeric records storage. Physicians, hospitals, clinics, dentists, & other medical-related organizations. Human resource departments Banks & financial institutions Social welfare agencies Insurance companies Lawyers and architects

3. Consecutive Numbering Method Sequential in ascending order � from lowest to highest. Accession Log or numeric file list is a list of numbers which identifies the next number available. This prevents a filer from assigning the same number twice. A computer-generated log is easier to use and update. Access can be used.

4. Alphabetic Index A numeric records storage system cannot function without an alphabetic index. It is more efficient to keep all names in one index. A computerized index using access or another database is efficient because of the query functions.

5. Number Guides Prepare numbered guides for every 10 folders in storage. Advantages of Consecutive Numbering: Refiling is rapid Expansion is easy and unlimited Transfer of inactive records is easier All documents for one customer bear the same number which keeps related records together.

6. Nonconsecutive Numbering Terminal Digit Storage The last two or three numbers, reading from right to left, are used for storage. Primary numbers indicate a drawer or shelf number The secondary numbers determine the primary guide captions The records are arranged behind each guide by the tertiary numbers at the left.

7. This tends to distribute current records throughout a storage area and helps avoid congestion in one particular storage area Middle-Digit Storage Primary is the middle number Secondary is the left hand number Tertiary is the right hand number This also decreases congestion Chronologic Storage File records by date with the most recent date on top

8. Block-Numeric Coding Assignment of groups of numbers to represent primary and secondary subjects Accounting 100 Assets 200 Liabilities 300 Capital 400 Revenue 500 Expenses Duplex-Numeric Coding A system using numbers separated by a dash, space, or comma.

9. Decimal-Numeric Coding Method of coding numerically in unites of ten. The Dewey Decimal System is used in libraries but not usually in offices. Alphanumeric Coding Combines alphabetic and numeric characters. Computer Indexes (see Figure 8-10)