a serial list of numbers assigned to recordsin a numeric storage system.

numeric file list or accession book

Used to keep track of numbers

incoming record and copies of outgoingrecord receive in records department

receive in random order

name or title

small filing system

larger numeric filing system

used when 1,000 or more files are in therecord system or when several users mustaccess the files at the same time

a card or a computer file of allcorrespondent names or subject titlesarranged alphabetically

May include subdivision of subjects as wellas the main subjects

Used when the correspondent name orsubject is known but the assigned numberisn’t.

Check the alphabetic index before assigninga new number prevents assigning more thanone number to the same name or subject.

consecutive number order with the lowestnumber first

starts at an even number such as 10,100, or1000 with no regard

It is a general alphabetic file in which guideand folder captions contain only letters ofthe alphabet

Check each record for a release marktoindicate the record can be filed.

Select the correspondent name or subject

Select and code any crossreference namesor subjects as well.

sort the records alphabetic order

Placing the records in alphabetic orderspeeds up

Consult the alphabetic index

Write the assigned file

Assign next available number, if one hasnot been assigned, or a G

Enter new file code number into accessionlog

Write code number or a G in upper rightcorner of record

TerminalDigit Accession Log Query Results

number are print on checks, purchase order or invoice

the first three digit of your credit card

banking account balance or payroll info

35 -14-65

Numbers are divided into groups separatedby a space or a hyphen.

The middle group—middle digits—areused as the primary filing division

Numbers are read from middle to left toright.

Records filed in date sequence—mostrecent on top, or oldest on top.

Principle followed in all storage methods