Numerical Filing Posted Date: 04 Jul 2009     Resource Type: Articles/Knowledge Sharing     Category: Education Author: Jyoti Malhotra Member Level: Diamond     Rating: Points: 7

A numerical arrangement places records in order from the lowest number to the highest. This method also often tells the searcher which files are the oldest (the lowest numbered files) and which are the newest (the higher numbered files). A numerical scheme is easier to comprehend than alphabetical filing and may have fewer misfiles. Numerical filing by file number, social security number, chronologically or by patient or case number is common. Records that have preprinted numbers on them such as checks, invoices, purchase orders, and vouchers also are suited for this filing arrangement. Advantages of Numerical Filing * Users understand straight numerical sequences (1,2,3,4,5,6, etc.) quicker than some alphabetical schemes. * Filing expansion is easier, because new numbers may be assigned without disturbing the arrangement of existing folders. * Misfiles can be quickly identified because the number out of sequence is easily detected if color-coding is used. Disadvantages of Numerical Filing * It is what is called an "indirect method" because if a requestor asks for a file, it is asked for by its name. If the system is numeric, then the researcher must first look at an index which cross-references the number with the name. * The file system is always growing in one direction at the end. When new files are created and old ones are retired, file personnel must continually shift the files backwards to make room for new files at the highest number end of the system.

Responses

No responses found. Be the first to respond and make money from revenue sharing program.

Feedbacks

Popular Tags   What are tags ?   Search Tags   Sign In to add tags. Numerical Filing  .

Post Feedback This is a strictly moderated forum. Only approved messages will appear in the site. Please use 'Spell Check' in Google toolbar before you submit. You must Sign In to post a response.

Next Resource: Alphabetical Filing Previous Resource: Who are the gazetted officers in India? Return to Discussion Resource Index Post New Resource Category: Education Post resources and earn money!   More Resources Alphabetical Filing Filing and its essentials Centralization and Decentralization of office work Areas of specialization in office Functions of Office Office management