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Terminal digit filing is the sorting of numbered files, usually by the last 2 digits, forming 100 distinct file groups (00 through 99). Very large systems may be sorted into 1000 sections by using the last 3 digits or by using 2 or 3 groups of terminals.
Variations
1. When using the last 2 digits the prefix digits can be hand written above the labels or additional labels can be affixed. These prefix numbers are usually filed in numeric sequence in the terminal.
In smaller systems applying extra labels is costly and not required as the colour coding offers no misfile benefits because of the gaps in the sequences.
2. A second sort can be added to larger systems by adding 1 or 2 digits in front of the terminal digits. Large terminals can be broken down into 10 or 100 sub sections.
Example # 1
File 012 345 could have 3 labels and 3 written numbers. This folder would be filed about 1/3rd of the way into the 45 terminal. All folders with a 3 in front of the 4 5 would be together and in numeric sequences by the 1st 3 hand written digits.
Example # 2
File 01 2 3 4 5 could have 4 labels and 2 written numbers. The secondary sort would put this folder in position 23 in the 45 terminal approximately ¼ of the way along. Folders would be in numeric sequence according to the hand printed numbers.
Benefits of Terminal Digit Filing
1. The file room grows equally in all areas.
2. Congestion caused in areas where new numbers are issued in a numeric system is completely eliminated.
3. When doing purging, files are removed equally from all areas, so no back shifting is required thus saving labour cost.
4. Less colour coded labels are required thus saving money on supplies.
5. File folders can be easily recycled by sorting into terminals and using “cover-up” labels on the written portion.
NOTE:
The file room need not be any specific size to install a Terminal Digit System.
Just calculate the total linear footage available and divide by 100 or 1000 terminals to determine how much footage is allotted to each terminal.
Start the 00 Terminal in the left top corner of the room and file in a continuous row to the right bottom corner of the room. If more than one file area exists do the same in each room starting with the last number from the previous room.
If new shelving is added the terminals will have to be enlarged equally to fill the new space.
Terminal Digit Filing will seem strange to staff who are only familiar with numeric filing. It is easy to learn and will be appreciated quickly.
Author: Don Donoahue
President and founder of Access Systems Ltd
333 Wyecroft Rd. #8
Oakville, Ontario, Canada
905.338.9030
