Should I use an Alpha or Numeric Filing System?
What are the advantages and disadvantages of starting with an Alphabetical or a Numeric Filing System?
Things you need to consider when deciding which system to use:
1. Number of files that will be included in this filing system. Smaller filing systems, 3,000 or less, are probably easiest to maintain with an Alphabetical system. Larger number of files will be easier with a numeric system.
2. Privacy is paramount. This is best maintained with a numeric system because the individual name is not found on the outside of the folder. However, if the filing cabinets are not readily accessible to unauthorized individuals and files are not left lying about, an alpha system, with care, can be used.
3. Urgency in locating a file. Alpha filing is the quickest and easiest when locating a file. Numeric systems are normally slower. This is primarily true when you need first to look up the number before you can search for the correct folder.
4. Numerical systems are best when you identify the individual person or company by their own number, such as social security, phone, account, or contract number.
5. Alphabetical filing is difficult in neighborhoods where the residents share several common names. Here you need to further identify individuals by birthdate or other unique number.
6. Alphabetical filing systems need to be properly managed when new files are constantly being added to the file. You need to leave room throughout the file cabinets because a new file might be added anywhere in the system.
Numeric files are normally added in numerical order at the end of the file. This creates a major problem when inactive or terminated files are removed and you need to make room for more active accounts.
With an Alpha file you make room just by removing inactive files.
In a numerical system you remove the oldest inactive files and now, you have to back shift all of the rest of the files to create room at the end of the file for new folders. The solution for this is to use a terminal digit filing system. (described below)
7. Terminal Digit Filing for numerical systems. When the number of folders in a numerical filing system is very large, 10,000 plus, and you are constantly adding to and inactivating (removing) files, you might consider using this method. You look at the last two digits of the folder number. Example: account number 12345678 has a terminal digit of 8.
If you file all the folders with the last digit of 8 together you have broken the file into 10 smaller files. Now you are looking at only 1,000 folders.
If you look at the last two digits, 78, you have created 100 smaller systems and only have to consider 100 folders.
I worked at three different 700 bed hospitals and each had well over a million patient files in storage. We first used the terminal digits like 78 and then broke that down with the middle digits 56. So we created 10,000 smaller filing systems with 100+ files in each.
Let's say you were looking for a folder number 1,005,050. You would look at the number as 100-50-50 and go to the middle of the file room and find the terminal digit 50. You would then look for the middle of the 50s where the middle digit, 50, is located and then look for the number 100, which is filed just after the folder 99-50-50.
When labeling files to be filed in a terminal digit system you leave spaces between the labels like the dash marks above to identify the terminal and middle digits.
If you wish to discuss this further please call or email me. Ken Jones, MPH, MS 1-800-426-2782. [email protected]
Things you need to consider when deciding which system to use:
1. Number of files that will be included in this filing system. Smaller filing systems, 3,000 or less, are probably easiest to maintain with an Alphabetical system. Larger number of files will be easier with a numeric system.
2. Privacy is paramount. This is best maintained with a numeric system because the individual name is not found on the outside of the folder. However, if the filing cabinets are not readily accessible to unauthorized individuals and files are not left lying about, an alpha system, with care, can be used.
3. Urgency in locating a file. Alpha filing is the quickest and easiest when locating a file. Numeric systems are normally slower. This is primarily true when you need first to look up the number before you can search for the correct folder.
4. Numerical systems are best when you identify the individual person or company by their own number, such as social security, phone, account, or contract number.
5. Alphabetical filing is difficult in neighborhoods where the residents share several common names. Here you need to further identify individuals by birthdate or other unique number.
6. Alphabetical filing systems need to be properly managed when new files are constantly being added to the file. You need to leave room throughout the file cabinets because a new file might be added anywhere in the system.
Numeric files are normally added in numerical order at the end of the file. This creates a major problem when inactive or terminated files are removed and you need to make room for more active accounts.
With an Alpha file you make room just by removing inactive files.
In a numerical system you remove the oldest inactive files and now, you have to back shift all of the rest of the files to create room at the end of the file for new folders. The solution for this is to use a terminal digit filing system. (described below)
7. Terminal Digit Filing for numerical systems. When the number of folders in a numerical filing system is very large, 10,000 plus, and you are constantly adding to and inactivating (removing) files, you might consider using this method. You look at the last two digits of the folder number. Example: account number 12345678 has a terminal digit of 8.
If you file all the folders with the last digit of 8 together you have broken the file into 10 smaller files. Now you are looking at only 1,000 folders.
If you look at the last two digits, 78, you have created 100 smaller systems and only have to consider 100 folders.
I worked at three different 700 bed hospitals and each had well over a million patient files in storage. We first used the terminal digits like 78 and then broke that down with the middle digits 56. So we created 10,000 smaller filing systems with 100+ files in each.
Let's say you were looking for a folder number 1,005,050. You would look at the number as 100-50-50 and go to the middle of the file room and find the terminal digit 50. You would then look for the middle of the 50s where the middle digit, 50, is located and then look for the number 100, which is filed just after the folder 99-50-50.
When labeling files to be filed in a terminal digit system you leave spaces between the labels like the dash marks above to identify the terminal and middle digits.
If you wish to discuss this further please call or email me. Ken Jones, MPH, MS 1-800-426-2782. [email protected]