In an organized filing principles folders are arranged in some kind of order (we hope!). Some ordinarily used methods include: alphabetical, level numeric, final digit numeric, or by some category. Sub categories can also be added to the above methods. Knowing the advantages and disadvantages of the discrete systems upfront will allow for an informed decision based on your particular needs.
This report looks at numeric filing. Alphabetical filing was covered in the Ezine report "Filing Alphabetically, Advantages and Disadvantages"
Color Coding Labels
Before putting the files into numeric order you have to rule what whole will be used to prescription each folder. Some numbers ordinarily used are: medical report number, list number, billing number, assigned whole etc. The whole of digits that make up the chosen whole will help to rule which principles to use. The next three decisions to make are how long the records will be kept in the system, what will rule when they are purged, and will they be color-coded?
Straight Numeric Filing System
Straight numeric filing is putting the folders in order of lowest whole to highest number. This works well with smaller filing systems. Because pretty much everyone knows how to count from lowest whole to highest whole training is minimal. If the records are assigned a whole in numeric order and continued action is not a factor purging is easier. You can often take off sections of folders at a time. But this brings up a disadvantage in that you will need to shift all the records to make room for the new numbers. Another disadvantage can be trying to work with large numbers and keeping them in numerical order.
If you rule to color-code then you want to select digits to color that will have the same whole long enough to form a pattern. If the same color section is too large then the color-coding is inefficient. For example, color-coding the last digit of a whole means it changes every record, the nest to last digit changes every 10 records, the 3rd to last digit changes every 100 folders and the 4th every 1,000 records. Depending on the size of the file room you could color the 1,000th and 100th numbers.
I would not suggest color-coding all the digits since this defeats the purpose of color-coding by creating a rainbow of color and manufacture spotting misfiles difficult. In addition, color-coding a digit that changes too infrequently will not contribute to spotting misfiles. Why spend money on color-coded labels that will not contribute to the efficiency of the filing system? Color-coding is an efficiency way to spot misfiles, not an efficiency way to whole the charts.
Terminal Digit Filing System
Terminal digit filing is putting the records in order starting with the last two digits of the whole instead of the whole number. A simple way to characterize this recipe for a six digit whole is: last two, middle two, first two. For example the whole 137620 would be filed 20 76 13. This is a very efficient way of filing for very large filing systems (a accepted in medical report departments because of the large whole of records in the principles and the point of quick, accurate access).
You are basically taking the entire file room and dividing it up into sections. You look at the last two digits first (last two) which means the first section in the file room comprise all the numbers that end in 00 and the last section contains all the numbers that end in 99. These sections pretty much stay the constant so knowing the last two digits of the filing whole means knowing the section of the file room that contains that report (a whole ending 50 will be in the middle of the file room etc.). Now that the report is in the original section the next digits to file by in that section are the 1,000th and 100th digits (middle digits). Then you go to the next two digits back (first two with a six digit number).
I suggest considering this recipe of filing if the file room contains 10,000 or more records. final digit filing works well when folders are randomly purged. Shifting the records to make room for new numbers is reduced because the purged records and new records will be positioned evenly throughout the file room. File room personnel fast learn the location of the 100 sections which greatly speeds up filing and retrieval. Also, by breaking the whole up into sections the whole becomes easier to deal with which reduces mistakes.
Color-coding is very efficient with final digit filing. If you have a file room with 10,000 records and color-code the last two digits you will have 100 records in the file room with the same two colors. Since these records will be filed beside each other it is easy to see if person puts a report into the wrong section since the color project is broken. You only need to crusade through 100 files for a missing briefcase instead of 10,000. If you rule to color-code the 1,000 digit that would sacrifice the whole of records with the same three colors to 10. I suggest color-coding the 1,000 digit when the file room contains 30,000 or more records (means 30 records with the same 3 colors as opposed to 300 when coding 2 colors). Again, I would not suggest color-coding all the digits because of the rainbow corollary and the unnecessary cost.
The biggest disadvantage of final digit filing is the filing room personals fear of learning the system. This is a new way at looking at a whole and can be confusing. I have had file room supervisors say this is an benefit because it makes it difficult for unauthorized people (doctors and lawyers are known for taking files and not signing them out) to entrance the files. This is also not as efficient for a file room that contains a small whole of assigned numbers along with very large private files (some law firms) and systems that comprise a lot of sub-folders.
In conclusion, weighing the pros and cons of the discrete filing methods before starting the principles will save lots of hereafter headaches!
Filing Numerically - Advantages and Disadvantages of right Numeric and final Digit Methods