Question

Define numeric records management, and list three reasons for storing records by the numeric method. (Obj. 1)

Answer 1

Answer

Numeric record management is a numeric storage technique that utilizes the last two or three digits of each number as the primary division where the record is filed. In this system, records are arranged based on numbers. This system is essential in health care data handling and employee’s records storage.

The first reason for storing records by the numeric technique is that allows for keeping confidential records especially in organizations. This method identifies specific records while maintaining confidentiality. It can be of great assistance when handling medical data for patients and employee records because it applies the HIPAA rules.

Numeric record management ensures high accuracy where high-volume of files can be retrieved and re-filed frequently. A color code label is applied and it ensures file retrieval and re-shelving faster and with less confusion. The first, middle and last number changes together with the color code. The color gives a visual clue which boosts the speed and efficiency of the filling process.

Filing speed is increased when this method is used. When numeric filling is done with color coding, the speed of filling and retrieving a file is increased. Addition of files into the file room is done faster because small numbered files are filed separate from higher numbered files.