Compare the advantages of straight numeric filing and terminal digit filing systems
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Straight numeric filing has the following advantages:
? Office staff can be easily and quickly trained.
? Patient records are more secure because unauthorized personnel cannot retrieve a record according to name (a patient number must be known).
? Retrieval of consecutive records for research or purging (for inactive storage) can be done easily.
? Files can be easily expanded to add additional file space at the end of files.
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The terminal-digit filing system has the following advantages:
? It provides a high degree of record security as compared with other filing systems, because unauthorized persons cannot easily locate files.
? Files expand evenly as new records are added, because records are distributed throughout the 100 primary sections.
? More than one file clerk can easily work in the file area, because clerks can be assigned to specific primary sections; the work is evenly distributed, eliminating congestion.
? Even distribution of records simplifies planning for file equipment.
? Large gaps in files will not occur, and records will be shifted infrequently.
? Misfiles are reduced because clerks are concerned with just two digits at a time when filing.
? Transposition of digits occurs less frequently, also resulting in decreased misfiles.
? Inactive records can be easily retrieved as new records are added to each section.
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