Records and Information Management by William Saffady

Author:William Saffady
Language: eng
Format: epub
Publisher: Rowman & Littlefield Publishers
Published: 2021-04-07T00:00:00+00:00

As their defining characteristic, nonsequential numeric filing methods alter the sequence of folders within cabinet drawers or on shelves. In a sequential arrangement, the folder for case number 403581 would be filed in primary section 40 behind secondary guide 35, where it would be the eighty-first folder, surrounded by folders for case numbers 403580 and 403582. While nonsequential numeric filing may seem initially confusing, proponents argue that it is more efficient and accurate than sequential numeric filing. Where numeric identifiers are sequentially assigned to newly created folders, the nonsequential methods evenly distribute the newest and presumably most active records throughout a filing installation. Individual file clerks can be assigned to specific groups of cabinets with reasonable assurance that filing, retrieval, and refiling workloads will be equitably distributed. Because records are evenly distributed within primary sections and behind secondary file guides, back-shifting of folders following purging of older files is not necessary. These advantages were more important in the mid-to late twentieth century than they are today. The large filing installations for which the terminal digital method was developed have been steadily replaced by the electronic recordkeeping systems discussed in chapter 6.

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