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Numeric Records Mgmt

Learn about Numeric Records storing methods for confidentiality, using alphanumeric & consecutive numbering, with tips for effective records organization.

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Numeric Records Mgmt

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  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)

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