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Terminal digit
How it works - files are sorted equally into 100 groups according to the last two, three or four digits
- for example, file number 12345 would be grouped into section 45, while the next consecutive file, number 12346 would be grouped into section 46
Advantages - creates an equal growth pattern in all shelving areas
- backshifting eliminated
- allows for skipped numbers
- must be cross-referenced to use and so system is more secure
- one of the most widely used systems
- misfiles are immediately apparent
Suitable for - large scale operations - hospitals, insurance companies, government, banking
- systems with more than 5,000 files
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Straight numeric
How it works - files are sorted using numbers ranging from the lowest to the highest
- the most recent files have the highest numbers
- each digit is assigned a color, creating the effect of bands of color when ordered on a shelf
Advantages - anyone can use the system - no special training required
- simple to understand
- numbers are easier and faster to read than letters so files are quick to retrieve and replace
- easy to purge old records as they hold the lowest numbers
- never any duplication of files - each number is unique
- must be cross-referenced to use, so system is more secure
- a break in color easily identifies a misfile
Suitable for - applications which do not involve large skips in numbers and cause gaps in the color-coding
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Alphabetical
How it works - files are arranged alphabetically by name, company or subject
- usually sorted using the first two letters of the name, i.e., Jones would appear as JO
- when dealing with individual names, the first letter of the first name can be added to help refine searches even further
Advantages - anyone can use the system - no special training required
- simple to understand
- no need for a cross-reference list
- versatile for many different applications
- misfiles are immediately apparent
Suitable for - systems of less than 5,000 records
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Alpha-numeric
How it works - files are sorted using both letters and numbers, with one providing the primary method of grouping and the other the secondary
- for example, files can be sorted according to client names, first by letter and then further according to job number, i.e., Reliable Hydro Inc. Job #123 would be labeled as RH 123
Advantages - anyone can use the system - no special training required
- simple to understand
- no need for a cross-reference list
- misfiles are immediately apparent
Suitable for - applications where files are best sorted according to two categories
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