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Numeric Records Management Guide

Numeric records management involves assigning numbers to records to identify their location in a file. Records are filed in ascending numerical order. Accession logs record the numbers assigned to records in a numeric storage system. There are different methods for numeric filing, including consecutive numbering where numbers are assigned sequentially, nonconsecutive numbering where blocks of numbers are omitted, and terminal-digit storage which uses the last digits of numbers to organize files. Maintaining paper records effectively requires designing a smart filing system from the start and keeping records organized over time.

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Christhian B. Domingo
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58 views7 pages

Numeric Records Management Guide

Numeric records management involves assigning numbers to records to identify their location in a file. Records are filed in ascending numerical order. Accession logs record the numbers assigned to records in a numeric storage system. There are different methods for numeric filing, including consecutive numbering where numbers are assigned sequentially, nonconsecutive numbering where blocks of numbers are omitted, and terminal-digit storage which uses the last digits of numbers to organize files. Maintaining paper records effectively requires designing a smart filing system from the start and keeping records organized over time.

Uploaded by

Christhian B. Domingo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd

GROUP 5

Numeric record
Katrine kate Sanjuan
Mariacristina Verano
Marygrace Marco
What is numeric records
management?
Any classification system for arranging records that is based on numbers.
Numbers used in storing records are assigned to records to identify their
location in a file. 
The number can be preprinted on the records (such as a purchase order or
invoice number), or it may be assigned to the record based on the type of
numeric filing arrangement.
Records are file by number in ascending order – from lowest to the highest
number.
 Anyone who happens to see an open file drawer, file shelf, or file folder
cannot readily identify the contents.
Consecutive numbering
method
a method in which consecutive numbered records are arranged
in ascending number order.

Accession log or accession book or numeric file


list
a serial list of numbers assigned to records in a numeric
storage system
Alphabetic index
a refernce to a numeric file, organized alphabetically, that is used when the
name or subject is known, but not the assigned number.
 
Nonconsecutive numbering
a system of numbers that has blocks of numbers ommited.
 
Terminal-digit storage
a numeric storage method in which the last two or three digits of each number
are used as a primary division under which a record is filed, and groups of
numbers are read from right to left.
 
Middle-digit storage
a numeric storage method in which the middle digits are used as a primary
division for organizing the filing system.
Chronological storage
a method by which records are filed in date sequence, either in reverse
sequence or forward sequence.
 
Block-numeric coding
a coding system based on the assignment of number ranges to subjects.
 
Duplex-numeric coding
a coding system using numbers (or sometimes letters) with two or more parts
separated by dash, space, or comma.
 
Decimal-numeric coding
a numeric method of classifying records by subject, in units of 10 and coded
for arrangement in numeric order.
How to maintain paper
records?
Doing business usually means accruing a lot of records, and without a
good filing system, the sheer volume makes it difficult to retrieve
specific records later on. Without reliable access to your records, your
business can drift or even fail, so to run your business effectively, you
need a good filing system. That means designing a smart file
organization scheme right from the beginning, for both your paper
records and your digital records, and then keeping current with your
record-keeping regularly thereafter.
Numeric Records Management
Any classification system for arranging records that is based on numbers
Consecutive numbering
Nonconsecutive numbering
Numeric coding used in combination with geographic or subject filling
Consecutive numbering components
Numbered file
Alphabetic file
Accession log
Alphabetic index
Advantage 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

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