Analysis of Terminal Digit Filing
An organized filing system can be arranged in a number of ways including:
Alphabetical, Straight Numeric, or Terminal Digit order.
This article focuses on Terminal Digit filing.
Example of a Terminal Digit System
With Terminal digit filing the last two digits of the filing number determine the
primary location of the file. Then you go to the middle two digits, then the beginning
digits (how many digits depends on the size of the number).
A simple way to describe how to file a six digit number in terminal digit order is: last
two, middle two, first two.
For example: the number 13 76 20 would be filed in the (20) section, then in order
by the (76), then in order by the (13).
You are basically taking the entire file room and dividing it up into 100 sections. The
sections start at (00) and end at (99)
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).
Terminal Digit File Room Illustration
00
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
These sections pretty much stay 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.).
Now that the record is in the primary section the next digits to file by in that section
are the (middle digits). Then you go to the next digits back (first two with a six digit
number).
ADVANTAGES
-Very efficient for use in large file rooms
-Records can be filed and retrieved very quickly
-Each section is always in the same area of the file room
-File room personnel learn where each section is located
-Sections fill up evenly because the number sequence is irrelevant
-Works well with randomly purged records
-Shifting of records after a purge is greatly reduced
-Sectioned number easier to deal with
-Color-coding is very efficient
-Makes accessing records difficult for unauthorized personnel
I recommend considering this method of filing if the file room contains 10,000 or
more records.
DISADVANTAGES
-File room personnel’s fear of learning a new system
-Looking at the filing number basically backwards can be confusing
-Not as efficient for small file rooms
-Not efficient if you have a small number of assigned numbers along with very large
files
-More difficult to organize if sub-folders are used
In conclusion, weighing the pros and cons of the various filing methods before starting
your filing system will save you lots of future headaches!