Create an Excel spreadsheet and compare and contrast the alphabetic and numeric filing systems. Color-coding is an efficiency way to spot misfiles, not an efficiency way to number the charts. Also, a lot of companies use an alphanumeric filing system, however the disadvantage is that these are very plain and easy to find information in. Initial setup is time-consuming; It is more expensive to maintain. This article looks at alphabetical filing. 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. The reason is that the alpha-numerical classification is an elastic one. Disadvantages of numerical filing. Numeric systems are evaluated in other articles. The process of sorting out the document on some definite basis is called classification of filing. The reason is that there is a need of separate index for them. Some commonly used systems include: alphabetical, level numeric, terminal digit numeric, or by a category. It requires much time in referring to the index and locating the specified file. Terminal digit filing is putting the records in order starting with the last two digits of the number instead of the whole number. Accuracy. Sub categories can also be added to the above methods. The chief difficulty in office management is not filingbut in finding. The file … Each folder is numbered according to either subject or name and placed at the near to the existing folders. 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. This is a new way at looking at a number and can be confusing. Before putting the files into alphabetical order you have to decide what will be the designator of the file. You can often remove sections of folders at a time. Alphabetical classification. Under this method of filing, each correspondence is given a specified number. The disadvantages of numerical filing are given below. 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 … Some numbers commonly used are: medical record number, account number, billing number, assigned number etc. Image: Numerical classification of files – Types, Advantages, Disadvantages. Under — 01:01, 101, 201, 301, etc. Sub categories can also be added to the above methods. DISADVANTAGES: Alpha filing also has some disadvantages. Generally transport authorities are following the numerical classification while assigning registration numbers to motor vehicles. This type of classification is used in libraries. The next three decisions to make are how long the records will be kept in the system, what will determine when they are purged, and will they be color-coded? The biggest disadvantage of terminal digit filing is the filing room personals fear of learning the system. 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. 4. 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). It reveals certain useful information like the total number of customers, orders and the like. The biggest disadvantage of terminal digit filing is the filing room personals fear of learning the system. I personally organize my computer files with an alphanumeric filing systems. Alphabetical. Files can be expanded to an unlimited extent. 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. Filing System Characteristics 1 The selection of an appropriate filing classification system requires analysis of the information needs of your office. There may be mental transpositions of figures. Retrieving information can be time-consuming; Other Filing Methods: Numerical. Some numbers ordinarily used are: medical report number, list number, billing number, assigned whole etc. Advantages. Under — 02:02, 102, 202, 302, etc. Alphabetical filing was covered in the Ezine report "Filing Alphabetically, Advantages and Disadvantages" Color Coding Labels. It facilitates a quick reference. Advantages of Alphanumeric filing. The amount of digits that make up the chosen number will help to determine which system to use. It is easy to understand and use; It is flexible; It is time-saving and very efficient in accessing files; It does not require separate index; Disadvantages. 3. Misfiles occur frequently with alphabetical filing due to different interpretations of order. The potential for a breach in patient confidentiality is one of the most serious disadvantages of the alphabetical filing system. Names listed on file folders may be seen by anyone working in a medical office. Again, I would not recommend color-coding all the digits because of the rainbow effect and the unnecessary cost. A simple way to describe this method for a six digit number is: last two, middle two, first two. If the system is numeric, then the researcher must first look at an index which cross-references the number with the name. This article looks at numeric filing. I recommend color-coding the 1,000 digit when the file room contains 30,000 or more records (means 30 records with the same 3 colors as opposed to 300 when coding 2 colors). If the records are assigned a number in numeric order and continued activity is not a factor purging is easier. Each digit stands for one classification. Demonstrate an understanding of terminal digit filing and cite the advantages and disadvantages of its use. This method of filing is only suitable for specific things such as receipts. In conclusion, weighing the pros and cons of the various filing methods before starting the system will save lots of future headaches. Another disadvantage is that if something is filed under a vendor first name versus last name, documents are difficult to locate. Then only a document, which is needed for reference in future can be traced out and made available. 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. E-filing your taxes might appear to be the easiest, most convenient solution, but sometimes appearances can be deceiving. Knowing the advantages and disadvantages of the various systems upfront will allow for an informed decision based on your particular needs. Name changes in companies may not be recorded properly which also causes confusion with this filing system. If the same color section is too large then the color-coding is inefficient. Geographical Accuracy. The disadvantages of numerical filing are given below. Disadvantages of Alphabetical FilingMore misfiling occurrences than in numerical systems. 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. 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