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CHAPTER 5 : 5.1 NUMERIC RECORDS MANAGEMENT - Coggle Diagram
CHAPTER 5 :
5.1 NUMERIC RECORDS MANAGEMENT
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Numeric Filing
Arranging record by number
:globe_with_meridians:
When to use?
:paperclip: When a number that has some meaning or importance
(First 3 digits of credit card)
:paperclip: When record are confidential
(Banking account balance)
:paperclip: When a unique number assigned to them
(purchase order or invoices)
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Chronoligic Storage
Date sequence
(most recent - top OR
oldest - top)
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Databases for Numeric Storage
:maple_leaf: All information can be kept
:maple_leaf: Sort file code numbers for the accession log
:maple_leaf: Simplify creation of the accession log and the alphabetic index
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Consecutive Numbering Supplies
:computer: Numbered guides and folders
:computer: Alphabetic guides and folders
:computer: Databased software
:computer: Word processing software
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Consecutive Numeric Filing
Numbered record are arranged from the lowest to the highest number
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Components Numeric Filing
Accession Log, Alphabetic Index, Numbered File, Alphabetic File
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Alphabetic Index
A card or a computer file of all correspondence names
Subject titles arranged alphabetically
:pen:
Numbered File
Numbered folders filed in consecutive number order with the lowest number first
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Accession Log
A serial list of numbers assigned to records in a numeric storage system
:pen:
Alphabetic File
Letters of the alphabet appear in the captions of the guides and folders
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Consecutive Number Filing Procedures
Inspecting
Indexing, Coding and Cross Referencing
Sorting
Number Coding
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Advantages
Rapid re-filing
Easy and unlimited expansion
Easy transfer of inactive record
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Disadvantages
Requires reference to aplhabetic index
Requires more guides
More time consuming
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Terminal-Digit Storage
:linked_paperclips: End digits
(Terminal digits)
:linked_paperclips: Read from
right to left
:linked_paperclips: The last 2 or 3 digits
(used as the primary division under a record filed)
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Middle-Digit Storage
:bookmark_tabs: Separate by
a space or a hyphen
:bookmark_tabs: Primary filing division
(Middle digits)
:bookmark_tabs: Read from
middle to left to right