This document discusses numeric records management systems which arrange records based on assigned numbers. There are several key components of a numeric records management system: numbered guides and folders to organize the files, an accession log to track assigned numbers, and an alphabetic index to reference file numbers. Records can be stored consecutively by assigned number or using other methods like terminal-digit or middle-digit storage depending on the needs and size of the organization.

1. RECORDS MANAGEMENT
Judith Read and Mary Lea Ginn
Chapter 9
Numeric Records Management
Copyright 2011 South-Western, Cengage Learning

2. Numeric Records Management
• A system for arranging records based on
numbers
• Good for organizations that need to keep
records confidential
• Makes expanding files easy
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3. Consecutive Numbering
• Numbered records are arranged in
ascending number order
• Numbers follow one after another without
interruption
• An index must be referenced to locate a
numbered record
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4. Components and Supplies
• Numbered guides and folders for the
numeric file
• Alphabetic guides and folders for the
general alphabetic file
• Software for an accession log
• Software for an alphabetic index
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5. Numbered Guides and Folders
• Numbered primary guides divide the file into
sections
• Numbered folders are
placed behind the
guides
• Folders may also
show names or
subjects
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6. Alphabetic Guides and Folders
• Hold records of correspondents with only a
few records
• Placed at the beginning of the numeric file
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7. Accession Log
• Is a serial list of numbers assigned to records
• Includes the date of the assignment
• Indicates the next number to be assigned
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8. Alphabetic Index
• A reference to a numeric file
– Organized alphabetically
– Used to find the number assigned to a name or subject
– Also called a relative index
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9. Storage and Retrieval Procedures
• Inspecting
• Indexing
• Coding
• Number
coding
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10. Storage and Retrieval Procedures
• Cross-referencing
• Sorting
• Storing
• Retrieving
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11. Consecutive Number Storage
• Advantages
– Expansion is easy and unlimited
– All cross-references are in the alphabetic name
database
– Files are secure because names do not appear on
captions
• Disadvantages
– Indirect access method
– Sorting takes longer
– Congestion occurs at the end of the file
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12. Nonconsecutive Number Storage
• Terminal-digit storage
– Number are divided into groups
– The last group (two or three digits) is the primary
division under which a record is filed
• Middle-digit storage
– Number are divided into groups
– The middle group (two or three digits) is the primary
division under which a record is filed
• Chronologic storage
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13. Other Numeric Coding Systems
• Block-numeric coding
• Duplex-numeric coding
• Decimal-numeric coding
• Alphanumeric coding
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Alphanumeric coding uses letters and
numbers to identify records.

14. Databases for Numeric Storage
• Accession log and alphabetic index
• Fields for middle-digit or terminal-digit files
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