How it works

• files are sorted equally into 100 groups according to the last two, three or four digits
• for example, file number 12345 would be grouped into section 45, while the next consecutive file, number 12346 would be grouped into section 46

Advantages

• creates an equal growth pattern in all shelving areas 
• backshifting eliminated
• allows for skipped numbers
• must be cross-referenced to use and so system is more secure
• one of the most widely used systems
• misfiles are immediately apparent

Suitable for

• large scale operations - hospitals, insurance companies, government, banking
• systems with more than 5,000 files

How it works

• files are sorted using numbers ranging from the lowest to the highest
• the most recent files have the highest numbers
• each digit is assigned a color, creating the effect of bands of color when ordered on a shelf

Advantages

• anyone can use the system - no special training required
• simple to understand
• numbers are easier and faster to read than letters so files are quick to retrieve and replace
• easy to purge old records as they hold the lowest numbers
• never any duplication of files - each number is unique
• must be cross-referenced to use, so system is more secure
• a break in color easily identifies a misfile

Suitable for

• applications which do not involve large skips in numbers and cause gaps in the color-coding

How it works

• files are arranged alphabetically by name, company or subject
• usually sorted using the first two letters of the name, i.e., Jones would appear as JO
• when dealing with individual names, the first letter of the first name can be added to help refine searches even further

Advantages

• anyone can use the system - no special training required
• simple to understand
• no need for a cross-reference list
• versatile for many different applications
• misfiles are immediately apparent

Suitable for

• systems of less than 5,000 records

How it works

• files are sorted using both letters and numbers, with one providing the primary method of grouping and the other the secondary
• for example, files can be sorted according to client names, first by letter and then further according to job number, i.e., Reliable Hydro Inc. Job #123 would be labeled as RH 123

Advantages

• anyone can use the system - no special training required
• simple to understand
• no need for a cross-reference list
• misfiles are immediately apparent

Suitable for

• applications where files are best sorted according to two categories