NUMBERS – are some logical basis for distinguishing one transaction or one customer from another.

For instance,
insurance companies’ issue numbered policies to new policy holders and then files their records according to policy
number, legal offices, engineering companies; social agencies and that deal with thousand of people keep records
according to account or case number.

NUMERICAL FILING SYSTEMS INCLUDE THE FOLLOWING:

1. STRAIGHT-NUMERIC – is a system in which files arranged consecutively in ascending order, from the lowest
number to the highest.
- The primary units, the first digits, of a group of numbers are compared to determine the proper numeric
sequence for filing. Only when the primary units are identical are the second or subsequent units compared to
determine the sequence in which records should be placed.

NAME AS WRITTEN UNIT 1 UNIT 2 UNIT 3

File 165 1 6 5

File 168 1 6 8

File 170 1 7 0

2. DUPLEX – NUMERIC - uses two or more sets of code numbers for records, with the sets separated by
dashes, commas, periods, or spaces. Records are filed consecutively by the primary number and then
sequentially by the second number, and so on.
- Lend its self to the subject and geographic systems that use the encyclopedia arrangement, with
subdivisions of each major category of names. For example:

Taxation Division 12

Taxation Committee 12-10

3. Federal 12-10-1

State 12-10-1

Personal Publications 12-11

Employee Guide 12-11-1

Retire Plan 12-11-12

CHRONOLOGICAL – is a type of numeric arrangement, which uses numeric dates as the indexing units. The most
common order of units is year, month and day, as in 89-12-06 to denote the sixth of December, 1989. It is also
common practice to order the most current dates first.

- Is generally used for records that are called for date of receipt or action.

4. TERMINAL DIGIT – is considered by many to be the most efficient of the numeric filing methods. In this
arrangement the last digit is the primary unit used for filing; the units are filed in order.

NAME AS WRITTEN UNIT 1 UNIT 2 UNIT 3

24-68-10 10 68 24
5. MIDDLE – DIGIT - is similar to terminal digit, but the middle digit of each number becomes the primary indexing
unit. The units are filed in order by first, the middle digits; next according to the digits on the extreme left side; and
last; according to digits on the extreme right side of the number.

- Depending on the number of digits in the file numbers assigned, the middle digit may consist of
one digit (14-8-6), two digits (1-22-64), or more. For example, file number 24-68-10 is divided
into indexing units this way:
-
NAME AS WRITTEN UNIT 1 UNIT 2 UNIT 3

24-68-10 68 24 10

-
The Advantage of Terminal-Digit and Middle Digit arrangement in comparison to straight numeric Filing Include:

 Equal Distribution of Record is throughout the record storage area.

 Assignment of one file worker responsible for one section of the files.
 Increased Filing speed and accuracy

6. DECIMAL NUMERIC - filing arrangement is perhaps the most commonly used and widely known numeric filing
method. Developed primarily for library use in the late 1800’s the decimal system is based on ten general categories
(for ex. 500 Pure Science). The major numeric groupings are each further divided into ten parts (504 Chemistry),
which are then subdivided into ten subunits (540.1 Philosophy and Theory).

- The basic procedures of developing categories and subdivisions are easily adapted to most records
holdings. For Example:

500 AGENCY

510 Committee Assignment

510.1 Environment Impact

510.2 Internal Automation

FILING PROCEDURE:

 The numeric filing system uses rather than alphabetic breakdowns. It is customary to have a guide
for approximately every ten to twenty file folders.
 Before putting the files into numeric order we have to decide what number will be designating each
folder.

COMMONLY NUMBERS USED ARE:

1. Medical Record Number

2. Account Number
3. Billing Number
4. Assigned Number

 GUIDES– are signaling device installed in file drawer and other types of file containers, such as
tabs, which help you find and files paper quickly and easily.
- Act as signposts which designate the location of records behind the guide and up to the next
guide and distribute the file is placed in front of the first file drawer.

 MISCELLANEOUS FILE – Hold papers dealing with individuals and companies.

CHRONOLOGICAL FILING SYSTEM - Are generally used for ordering documents and records in
sequence according to their date of receipt, or date, or time of their creation. The latest item is put usually
front of the previous items.
- Is a type of numeric arrangement, which uses numeric date as the indexing units. The most
common order of units is year, month, and day, as in 89-12-06 to denote the sixth of December,
1989. It is also common practice to order the most current dates first.

Examples:

Dates Time Place

09/24/2003 2:00 p.m. Japan

03/20/2000 9:45 p.m. Des Moines

02/18/1999 5:45 p.m. Canberra

02/021998 7:40 a.m. San Francisco

01/16/2001 8:45 a.m. Columbus

TERMINAL – DIGIT FILING

 Is a record keeping method in which the last digits are used as they key filing unit.
 The efficiency of the consecutive-number system diminishes when the numbers get too large and
cumbersome. Consequently, large companies whose files include thousands of names use a form of
numeric filing.
 Is considered by many to be the most efficient of the numeric filing methods. In this arrangement
the last digit is the primary unit used for filing; the units are filed in order by the last digits, middle
digits, and then the first digits in the number.

TERMINAL FILING SYSTEM

 The consecutive-number system numbers are read from left to right. In the terminal-digit system a
number is broken into pairs and read from right to left.
 File guides help to pinpoint the exact location of the desired folder by subdividing the folder
numbered 00-99 by tens.
  The main advantage of this system is that it distributes the storing of records among several file
drawers and overcomes crowded working conditions when many forms have to be filed by several
file workers.
 The terminal-digit system can accommodate large volumes of records because the numbers can be
divided into groups of several digits and still be easily managed. The number of digits used in each
group depends on the current and projected capacity of the filing system.

FILING PROCEDURE

Like the procedure for regular numeric filing, the item to be filed is assigned a number from a
numeric file register, and a record of its assigned number is kept in an alphabetic card index.

A. For the number 156780, 80 is the terminal number and indicate the drawer number in which a folder is
located.
B. 67 indicates the folder number
C. 15 indicates the sequence

TYPES OF COLOR FILE FOLDER

0 – White 3 - Pink 6 – Blue 9 - Tan

1 – Red 4 - Green 7 - Orange
2 – Yellow 5 - Brown 8 - Violet

FOR EXAMPLE:

In a simple type of terminal-digit plan you take three (3) steps to file an item numbered 156780:

1. Locate the drawer of the file cabinet containing the terminal digits (80).

2. Locate folder (67) by looking for the guide labeled with the number nearest to 67.

It might be 60, look at the folders behind the file guide until you come to the folder labeled 67.

3. Within the folder locate the position for the document you want to file according to its sequence number, which
in this case 15

NAME AS WRITTEN UNIT 1 UNIT 2 UNIT 3

156780 80 67 15

246810 10 68 24