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Posted by Kristen Bowers on Jun 23, ... Their productivity is lowered by having to spend excessive time dealing with a paper filing system. 3. This is a new way at looking at a number and can be confusing. It requires much time in referring to the index and locating the specified file. It is very difficult to arrange the files of miscellaneous papers. If you have a file room with 10,000 records and color-code the last two digits you will have 100 records in the file room with the same two colors. Without tax revenue the government can't pay employees or perform services. Files can be expanded to an unlimited extent. Filing is a systematic process of arranging and keeping the business records for the future reference. Terminal digit filing is putting the records in order starting with the last two digits of the number instead of the whole number. File room personnel quickly learn the location of the 100 sections which greatly speeds up filing and retrieval. Misfiles occur frequently with alphabetical filing due to different interpretations of order. 1. The reason is that there is a need of separate index for them. For example, Number 100 may be allotted to Fernandez, all the papers relating to him is placed in file No: 100. I have had file room supervisors say this is an advantage because it makes it difficult for unauthorized people (doctors and lawyers are known for taking files and not signing them out) to access the files. Then only a document, which is needed for reference in future can be traced out and made available. Image: Numerical classification of files – Types, Advantages, Disadvantages. Files can be easily misplaced if precise attention is not given to names that are closely related; Other Filing Methods: Numerical This method is not suitable for large organizations; In order to retrieve information precise dates must be known. If the office provides only a specific type of care, then someone seeing a patient's name will know his medical issue. They need to be preserved safely. The file … Before putting the files into alphabetical order you have to decide what will be the designator of the file. One disadvantage of this system is that documents are frequently misfiled because of the letters. The biggest disadvantage of terminal digit filing is the filing room personals fear of learning the system. Speed. But this brings up a disadvantage in that you will need to shift all the records to make room for the new numbers. Sub categories can also be added to the above methods. Numeric systems are evaluated in other articles. Before putting the files into numeric order you have to decide what number will be used to designate each folder. For example, one can read 450 instead of 415 which results in  errors. This method of filing is only suitable for specific things such as receipts. Alphabetical classification. Filing is used to keep the records safely so it is a form of record management. 3. Misplaced documents can easily be placed in the wrong hands. This type of classification is used in libraries. Numerical filing | Types | Advantages | Disadvantages, Principles and Objectives of Records Management, Office layout | Meaning | Objectives | Advantages | Types, Forms designing – Meaning | Importance | Principles, Factors or Criteria (Principles) considered for selection of office machines, Guidelines for effective stationery handling in office, Weaknesses of Trade Union Movement in India and Suggestion to Strengthen, Audit Planning & Developing an Active Audit Plan – Considerations, Advantages, Good and evil effects of Inflation on Economy, Vouching of Cash Receipts | General Guidelines to Auditors, Audit of Clubs, Hotels & Cinemas in India | Guidelines to Auditors, Depreciation – Meaning, Characteristics, Causes, Objectives, Factors Affecting Depreciation Calculation, Inequality of Income – Causes, Evils or Consequences, Accountlearning | Contents for Management Studies |. Disadvantages of Numerical Filing. In an organized filing system folders are arranged in some kind of order (we hope!). A file with an alphabetic heading is also easier to identify when it’s out of the file system and in use. Folders or files are arranged in a strict order from 1 onward. Alphabetical filing was covered in the Ezine article “Filing Alphabetically, Advantages and Disadvantages”. Name changes in companies may not be recorded properly which also causes confusion with this filing system. Advantage(s) It is less expensive to maintain; Disadvantages. 6. The biggest disadvantage of terminal digit filing is the filing room personals fear of learning the system. Explain relational numbering with advantages and disadvantages 6. Advantages. Then, the papers are placed in a strict numerical order. Depending on the size of the file room you could color the 1,000th and 100th numbers. Some commonly used systems include: alphabetical, level numeric, terminal digit numeric, or by a category. Names listed on file folders may be seen by anyone working in a medical office. In this way the numerical classification is done. These sections pretty much stay the constant so knowing the last two digits of the filing number means knowing the section of the file room that contains that record (a number ending 50 will be in the middle of the file room etc.). Since numbers can be used to identify the name or subject when calling for correspondence, Unlike numerical systems, in which the person retrieving the file needs to know a patient's number, finding a record in an alphabetical filing system requires only the patient's name. There may be mental transpositions of figures. Advantages: Accuracy, unlimited expansion, and the opportunity for unlimited cross-referencing are among the advantages for numeric filing. Demonstrate an understanding of terminal digit filing and cite the advantages and disadvantages of its use. Color-coding is very effective with terminal digit filing. File indexes explain the numeric system’s file code, which allows the user to decipher where the records are located. The filing method under which files and folders are arranged in order of … High-volume filing systems – files retrieved and re-filed frequently – combined with color … Notes | Business Studies HSEB Notes on Filing- Its Importance,Qualities, types and Classification Class : 11 Filing Records are the valuable assets of every organization. This system is costly. 4. I would not recommend color-coding all the digits since this defeats the purpose of color-coding by creating a rainbow of color and making spotting misfiles difficult. For example, color-coding the last digit of a number means it changes every record, the nest to last digit changes every 10 records, the 3rd to last digit changes every 100 folders and the 4th every 1,000 records. Why spend money on color-coded labels that will not contribute to the efficiency of the filing system? Because pretty much everyone knows how to count from lowest number to highest number training is minimal. a) This system does not work well with very large filing systems. Some commonly used methods include: alphabetical, straight numeric, terminal digit numeric, or by some category. Again, I would not recommend color-coding all the digits because of the rainbow effect and the unnecessary cost. This type of classification is highly suitable for the filing of sales invoices, orders and the like. Under — 02:02, 102, 202, 302, etc. This system is costly. Under this system, the first terminal digit is taken to be the digit in unit place, the second terminal digit in the tens place and so on. Terminal digit filing works well when folders are randomly purged. In conclusion, weighing the pros and cons of the various filing methods before starting the system will save lots of future headaches. Some ordinarily used methods include: alphabetical, level numeric, final digit numeric, or by some category. Color-coding is an efficiency way to spot misfiles, not an efficiency way to number the charts. Under this method of filing, each correspondence is given a specified number. The potential for a breach in patient confidentiality is one of the most serious disadvantages of the alphabetical filing system. If you decide to color-code the 1,000 digit that would reduce the amount of records with the same three colors to 10. High-volume filing systems -- files retrieved and refiled frequently -- combined with colour … Retrieving information can be time-consuming; Other Filing Methods: Numerical. The biggest disadvantage of terminal digit filing is the filing room personals fear of learning the system. Electronic filing is a method of tax filing that has become more and more popular over the years, but like any other system of filing taxes it has both advantages and disadvantages. Also, by breaking the number up into sections the number becomes easier to deal with which reduces mistakes. You look at the last two digits first (last two) which means the first section in the file room contain all the numbers that end in 00 and the last section contains all the numbers that end in 99. A few disadvantages … Disadvantages of Alphabetic Filing System Advantages of Alphabetic Filing System Patients names must be spelled correctly or the entire system will fail It's easy to learn Misspelled patient names result in misfiling of records Staff members can be quickly trained Files do not expand at an even rate, causing reorganization of shelves It does not require a master patient index Record retrieval can be performed quickly Disadvantages of numbering systems Advantages of numbering system … Knowing the advantages and disadvantages of the discrete systems upfront will allow for … Thus, all the files with the same last two digits are filed together; then the files with the preceding two digits and so on. Since these records will be filed beside each other it is easy to see if someone puts a record into the wrong section since the color scheme is broken. For example 123.456 stands for sociology (1), commerce (2), Accounts (3), Decimal relates to Management Accounting (4), Accounts for Decision Making (5), Capital Budgeting (6). You can often remove sections of folders at a time. Knowing the advantages and disadvantages of the various systems upfront will allow for an informed decision based on your particular needs. If the system is numeric, then the researcher must first look at an index which cross-references the number with the name. Some numbers ordinarily used are: medical report number, list number, billing number, assigned whole etc. 5. If you decide to color-code then you want to choose digits to color that will have the same number long enough to form a pattern. The disadvantages of numerical filing are given below. In addition, color-coding a digit that changes too infrequently will not contribute to spotting misfiles. Table 7-1 Advantages and Disadvantages of Numbering Systems Numbering System Advantages Disadvantages Serial • Computer software is not needed to • Patient records are filed in different • track assignment of patient • locations in the filing system • numbers • Multiple locations must be • accessed to retrieve patient records Another disadvantage can be trying to work with large numbers and keeping them in numerical order. Define what is meant by a centralized filing system and delineate the advantages of this system 9. 2. Straight numeric filing is putting the folders in order of lowest number to highest number. I have had file room supervisors say this is an advantage because it makes it difficult for unauthorized people (doctors and lawyers are known for taking files and not signing them out) to access the files. Shifting the records to make room for new numbers is reduced because the purged records and new records will be positioned evenly throughout the file room. In order to cut costs and time of training, there is need to seek for experienced or fast learners (Rajakumar, 2009). There are three basic systems: Alphabetic Numeric Alphanumeric Within these three systems there can be applied a number of variations, designed to the needs of your office. Disadvantages of numerical filing. 1. This is a new way at looking at a number and can be confusing. If the same color section is too large then the color-coding is inefficient. 1. Conclusion Basing on the advantages and disadvantages of the available medical numbering and filing systems, terminal digit system is the most appropriate hence should be extensively used in health care institutions. You are basically taking the entire file room and dividing it up into sections. 5. This type of classification is carried on to expedite reference and to facilitate the transfer of old records. The location of numbered files is very easy. For example the number 137620 would be filed 20 76 13. Initial setup is time-consuming; It is more expensive to maintain. Then you go to the next two digits back (first two with a six digit number). For example. Define record linkage and explain how it is used 7. Unlike numeric indexing, no cross-reference system is needed, so users of the system can find files simply by looking them up in the filing system. The expansion of files is very easy since the system is flexible. Disadvantages to straight numeric filing system *Office staff must consider all digits of the number when filing, resulting in transportation of digits and misfiled records*Misfiles increase as the number of digits increases (the more digits, the greater the chances of error)*Work flow problems arise because activity in the file area focuses on that section with the highest consecutive numbers (most recent patient … The process of sorting out the document on some definite basis is called classification of filing. 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