Terminal Digit Filing System by KARDEX Systems, Inc.
Kardex’s Terminal Digit Filing System utilizes ten (10) different colors for your numeric files.
The main advantage of this system is that it helps to prevent misfiles unlike any other system on the market. Additionally, unlike other systems where filing is consecutive, terminal digit filing by Kardex Systems, Inc. eliminates the need to ever have to back shift records. In consecutive numeric filing, low (old) numbers from the beginning of the file are periodically purged, which creates gaps, and high (new) numbers are always added at the end necessitating shifting the entire system backwards when the end of the shelving is reached and additional space is needed for new folders. With terminal digit filing, gaps from purging folders occur evenly throughout the entire file.
In addition, when using a 10,000 folder system as an example, consider the problem associated with misfiling a folder. In a system that does not use color, a misplaced folder could be in one of 10,000 places. With color-coded Terminal Digit Filing, if a folder is misfiled, it can only be one place and that place will have only ten (10) folders in it. This is far superior to any other color-coded system on the market, especially where manila folders with color-coded labels are used.
Also, with straight numeric filing, what starts out as consecutive numeric filing quickly becomes skip number filing (providing opportunity for errors in filing) when old (low) numbers are purged. Adding to this is the confusion of smaller and smaller bands of color that develop as folders are purged. In a terminal digit system, old and new folders are evenly distributed throughout the entire filing system, therefore, the number of folders in each color grouping in each terminal digit section will statistically be the same. This is because new folders that are created and added to the system and old folders that are purged from the system are evenly distributed throughout the entire file.
Additionally, the only way personnel can be assigned to a certain section of a consecutive numeric filing system is when terminal digit
filing is used. Otherwise, the person getting the end of the file does most of the work, i.e. creates all the new folders, files those folders, retrieves folders and re-files folders. The person getting the beginning of the file only purges older folders from time to time. With terminal digit filing, each person assigned an equal number of terminal digit sections will statistically have the same amount of work as every other person, who is assigned the same number of sections.
Another advantage of Kardex Terminal Digit Filing can be seen whenever a folder is out of the file and needs to be found on someone’s desk. In a system using manila folders, every folder is looked at until the missing folder is found. In the Kardex system, knowing the number identifies the color of the folder. Therefore, 90% of a person’s search is eliminated. If you are looking for a red folder, you will not be looking through the other nine colors.
These are but a few of the reasons for using Kardex’s terminal digit system.
When working with Kardex System’s Terminal Digit Numeric filing system, it is best to break any number, large of small into units of two. For example, let us use the number "123456". Breaking this number into units of two, it will read "12-34-56". The number is read from right to left, starting with the last two digits "56". This number is referred to as the Terminal or Primary Number. The next group, "34", is referred to as the Secondary Number and the final group, "12", is referred to as the Tertiary Number. Note: The last group can have more than two digits; for example, "412 34 56" or when using a social security number, "26388 65 05".
In some instances, the number will consist of less than six digits. Should this be the case, merely add zeroes to the left of the number. For example, the number "56" would be read "00 00 56". The number "123" would be read "00 01 23". Please note that the zeros never change the numeric value of the number.