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Obm247-Chapter 5

Numeric records management involves arranging records numerically using methods like terminal digit filing and middle digit filing. Terminal digit filing uses the last 2-3 digits of the numeric record as the primary division, while middle digit filing uses the middle 2-3 digits. Numeric filing allows for accurate arrangement of records but maintenance can be time consuming. Different numeric filing procedures include inspecting records, indexing, coding, sorting numerically, and filing.

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NUR AQEELAH HUSNA ABD AZIZ
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88 views2 pages

Obm247-Chapter 5

Numeric records management involves arranging records numerically using methods like terminal digit filing and middle digit filing. Terminal digit filing uses the last 2-3 digits of the numeric record as the primary division, while middle digit filing uses the middle 2-3 digits. Numeric filing allows for accurate arrangement of records but maintenance can be time consuming. Different numeric filing procedures include inspecting records, indexing, coding, sorting numerically, and filing.

Uploaded by

NUR AQEELAH HUSNA ABD AZIZ
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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NUMERIC RECORDS MANAGEMENT : TERMINAL DIGIT & MIDDLE DIGIT

Arranging records by numeric. Characteristics


applies using numeric filing NUMBERING METHOD :
NUMERIC FILING : method of arranging records Easy to remember numbers if they are separated
by number by space, hypen, period, slash mark
Record must have a unique number To reduce memory load & improved accurancy
Advantage -Records arrange accurately [ Method Used - Middle digit & Terminal digit ]
Disadvantage - Maintenance numeric filing is time
consuming

Chapter Five
CONSECUTIVE NUMBERIC METHOD: TERMINAL DIGIT :
Method of numeric filing that uses the last 2/3 digit
Food
Known as serial
WHAT
of each number as the primaryLafayette
which the record is filed
division under
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Advantage - Easy to prepare the file guides SUBJECT, NUMERIC, MIDDLE DIGIT FILING :
Disadvantage - Digit in long number must be GEOGRAPHIC STORAGE Method of numeric filing that uses the middle 2/3
reversed in sorting and retrieve record & RETRIEVAL digits of each number as the primary division
under which the record is filed

CONSECUTIVE NUMERIC FILING NEEDS FOR GEOGRAPHIC FILING :


Storing & retrieving records in alphabetical
PROCEDURES : order by location
1. Inspecting
2. Indexing, coding & cross referencing
DICTIONARY ARRANGEMENT :
Records in alphabetical which contains a single
3. Alphabetic sorting geographic unit
4. Numbering sorting ENCYCLOPEDIC ARRANGEMENT :
5. Numbering coding Arrangement of major geographic divisions plus

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6. Filing one / more geographic
CHAPTER 5

Subject Method Assigning Subject & The Geographic File Index :


Collection of papers on a specific Classsification Process Different from usual business address
subject
Subject list is a full list of subject to be Index :
Types Of Arrangement : used as index
1. Dictionary Arrangement Only 1 person should be in charged of Guide the access to specific items
Topical & straight assigning subject contains within a larger body of
Arrangement of Recods in alphabetical infomation
Subject Filing Procedures
orders Alphabetic Index :
2. Encyclopedic Arrangement Like other types of filing
Allows growth and change of subject Filing Records In A Sub Locates names to find address if not
with minimum revision known
System Requires :
Alphabetic arrangement is when
Master Index :
primary subjects & subdivisions are Inspecting Preparing cross-references Complete listing of all filling segmets
arranged in alphabetic order Indexing Sorting in the filing system
Coding Filing procedures

Subject Code : Advantages : Disadvantages :

To cut short time to write long subject Most records are remembered & Subject may overlap when subject
with subdivisions retrieved by subject list are long with subdivisions

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