1) Numeric records management systems arrange records based on numbers for easy expansion and confidentiality. It requires an index to locate records. 2) Consecutive numbering systems assign numbers sequentially without interruption. Numbered guides and folders are used to store and retrieve records along with an accession log and alphabetic index. 3) Nonconsecutive numbering systems like terminal-digit, middle-digit, and chronological storage assign numbers in different groupings or by date for alternative storage and retrieval methods.

1. Chapter 9
Numeric Records Management
Records Management
Judith Read and Mary Lea Ginn
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2. Numeric Records Storage and
Retrieval
O Numeric records management
• Is a system for arranging records based on numbers
(Read & Ginn, 2015, p. 218).
• May be used by organizations
• manage a large number of records
• that need to keep records confidential
• Makes expanding files easy
• It is important to remember that numbers are
impersonal…
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3. Consecutive Numbering
Defined Components
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O Serial, sequential, and
straight numeric
O Numbered records are
arranged in ascending
number order
O Numbers follow one after
another without
interruption
O An index must be
referenced to locate a
numbered record (Read &
Ginn, 2015, p. 219).
O Numbered guides and
folders for the numeric
file
O Alphabetic guides and
folders for the general
alphabetic file
O A lined book or
software for an
accession log
O Software for an alphabetic
index (Read & Ginn, 2015,
p. 219).

4. Numbered Guides and Folders
O Numbered primary guides divide the file into
sections
O Numbered folders are placed behind the guides
O Folders may also show names or subjects (Read & Ginn,
2015, p. 220).
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5. Alphabetic Guides and Folders
O Hold records of correspondents with only a few
records
O Are placed at the beginning of the numeric file (Read &
Ginn, 2015, p. 221).
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6. Accession Log
O Composed of a serial list of numbers assigned
to records
O Includes the date of the assignment
O Indicates the next number to be assigned
(Read & Ginn, 2015, p. 222).
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7. Alphabetic Index
O A reference to a numeric file
O Organized alphabetically
O Used to find the number assigned to a name or subject
O Also called a relative index for numeric -subject systems
(Read & Ginn, 2015, p. 223).
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8. Storage and Retrieval Procedures
O Inspect records for release marks
O Index to determine the filing segment by
which to store each record
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Release marks (RLG) indicate that the
document is ready for coding.
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9. Storage and Retrieval Procedures
O Code the filing segment and identify any
needed cross-references
O Assign file code numbers to a correspondent
or subject
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10. Storage and Retrieval Procedures
O Code all units in the cross-reference name or
subject
O File all cross-references in the general
alphabetic file
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11. Storage and Retrieval Procedures
O Perform an initial alphabetic sorting before
assigning file code numbers or the letter G
O Assign all necessary codes and place the
records into numeric or alphabetic sorters
O Store all records coded with numbers in
folders with the most recent date on top
O Store records coded G in the general
alphabetic folders
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12. Storage and Retrieval Procedures
O Retrieving
O Use requisitions, OUT indicators, and a charge-
out log when removing records from storage
O Follow the appropriate procedures to ensure
the safe return of borrowed records
O A database filter or query could be used to
show all borrowed OUT files, sorted by date
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13. Converting to Numeric Storage
O An organization may convert to numeric
storage
O To provide quicker storage and retrieval
O For increased security
O Follow established steps to convert files from
an alphabetic to a numeric arrangement
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14. Consecutive Number Storage
Advantages Disadvantages
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O Expansion is easy and
unlimited (Read & Ginn,
2015, p. 231).
O All cross-references are in
the alphabetic name
database(Read & Ginn,
2015, p. 231).
O Files are secure because
names do not appear on
captions (Read & Ginn,
2015, p. 231).
O An index is required to
retrieve records—an
indirect access method
(Read & Ginn, 2015,
p. 231).
O Sorting takes longer (Read
& Ginn, 2015, p. 231).
O Congestion occurs at the
end of the file (Read &
Ginn, 2015, p. 231).

15. Nonconsecutive Numbering
O Terminal-digit storage
O Numbers are divided into groups (Read & Ginn,
2015, p. 233).
O The last group is the primary division under which a
record is filed (Read & Ginn, 2015, p. 233).
O Middle-digit storage
O Numbers are divided into groups (Read & Ginn,
2015, p. 235).
O The middle group is the primary division for filing
(Read & Ginn, 2015, p. 235).
O Chronologic storage
O Holds records arranged by date in reverse or
forward sequence (Read & Ginn, 2015, p. 236).
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. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part.

16. Other Numeric Coding Systems
O Block-numeric coding: “a coding system based on the
assignment of number ranges to subjects” (Read & Ginn,
2015, p. 237).
O Duplex-numeric coding: “a coding system using numbers
(or sometimes letters) with two or more parts separated
by a dash, space, or comma” (Read & Ginn, 2015, p. 237).
O Decimal-numeric coding: “a numeric method of classifying
records by subject, in units of 10and coded for
arrangement in numeric order” (Read & Ginn, 2015,
p. 238).
O Alphanumeric coding: “a coding system that combines
letters and numbers, in combination with punctuation
marks, to develop codes for classifying and retrieving
information” (Read & Ginn, 2015, p. 238).
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17. Databases for Numeric Storage
O Software can simplify creating the accession
log and the alphabetic index (Read & Ginn,
2015, p. 240 and 241).
O Separate fields are needed for each part of
the number for middle-digit or terminal-digit
files (Read & Ginn, 2015, p. 240 and 241).
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18. Resource
O Read, J., & Ginn, M. L. (2015). Numeric Records
Management. In Records management (10th ed.).
Boston, MA: Cengage Learning.
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