Compare the advantages of straight numeric filing and terminal ...

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Compare the advantages of straight numeric filing and terminal digit filing systems.

Question 2

Summarize the advantages and disadvantages of an alphabetic filing system.

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Answer to Question 1


Straight numeric filing has the following advantages:

 Office staff can be easily and quickly trained.

 Patient records are more secure because unauthorized personnel cannot retrieve a record according to name (a patient number must be known).

 Retrieval of consecutive records for research or purging (for inactive storage) can be done easily.

 Files can be easily expanded to add additional file space at the end of files.



The terminal-digit filing system has the following advantages:

 It provides a high degree of record security as compared with other filing systems, because unauthorized persons cannot easily locate files.

 Files expand evenly as new records are added, because records are distributed throughout the 100 primary sections.

 More than one file clerk can easily work in the file area, because clerks can be assigned to specific primary sections; the work is evenly distributed, eliminating congestion.

 Even distribution of records simplifies planning for file equipment.

 Large gaps in files will not occur, and records will be shifted infrequently.

 Misfiles are reduced because clerks are concerned with just two digits at a time when filing.

 Transposition of digits occurs less frequently, also resulting in decreased misfiles.

 Inactive records can be easily retrieved as new records are added to each section.



Answer to Question 2


The alphabetic filing system has the following advantages:

 It is easy to learn.

 Staff members can be quickly trained.

 It does not require a master patient index.

 Record retrieval can be performed quickly.



Alphabetic filing systems have the following disadvantages:

 Misspelled patient names result in misfiling of records.

 Files do not expand at an even rate, causing reorganization of shelves.

 Patient names must be spelled correctly or the entire system will fail.

 When a patient's name changes, the patient record must be filed in a different location, and a cross-reference needs to be created.

 Record security is compromised.