TERMINAL DIGIT FILING
Terminal digit is the filing of all documents ending with the same last two numbers in one section, forming 100 distinct file groups (00 through 99) in any given file situation.
The use of terminal digit filing is usually seen in large file areas. It speeds up file retrieval considerably and reduces re-file time equally by segregating files into groups of 00 through 99. For example # 12345, the terminal digit is 45 and file # 012345 would be filed in the 45 section. The file # 012346 would be filed in the 46 section, and so on. In retrieving a file, it speeds retrieval time because we go to the 45 section and filed in numeric sequence.
For example, the file 12345 in the 45 section would then follow numerical sequence 123(45), 124(45), 125(45), etc., within the 45 section.
The major advantages of terminal digit filing are that the file grows equally in 100 places and reduces itself in 100 places with the retirement of older files, therefore forming an equal growth pattern in the file. It also keeps files distributed, thereby making it easier for personnel.
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 purging, files are removed equally from all areas, so no back shifting is required, thus saving labour costs.
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.
