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Filing MethodsAlphabeticNumericSubjectColor Coded

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Numeric FilingMost often used by large clinics or hospitalsThis is an indirect filing system requiring

the use of an alphabetic cross-referencing system.

Allows for unlimited expansion without shifting records.

Provides additional confidentialitySaves time in filing and retrieving records.

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Subject FilingAll papers dealing with a particular subject

are filed together.Most often used for general correspondence.

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Alphabetic FilingThis is the oldest and simplest way to fileUsually system of choice in the majority of

physician’s officesThis is a direct filing system: the person

only needs to know the name in order to find the file desired.

As files expand, more time is required for filing and retrieving each folder due to the volume of folders involved in the search.

Time can be reduced by color coding

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Color-CodingA specific color is used for each letter of the

alphabet and each number.Misfiled folders are kept to a minimumMisfilings are easily spotted even from

several feet away

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Indexing RulesIndexing Rules are standardizedLast name is first in filingFirst name is second (also called given name)Middle name or initial is thirdThese are considered three distinct units

Unit 1 Unit 2 Unit 3Smith John P.

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Indexing RulesInitials precede a name beginning with the

same letter.Example: Smith, J.

Smith, Jason

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Indexing RulesHyphenated personal names are considered

to be one unit.Example: Cindy-Jean Green is filed

as Green, Cindyjean

Sarah Jones-Smith is filedas Jonessmith, Sarah

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Indexing RulesNames with prefixes are filed in usual

alphabetic order.The prefix is now considered as part of the

nameExample: Theodore von Schmidt is filed

as Vonschmidt, Theodore

17

Indexing RulesAbbreviated parts of a name are indexed as

written if that is the form generally used by that personExample: Wm. John Carlisle is filed

as Carlisle, Wmjohn

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Indexing RulesMac and Mc are filed in their regular place in

the alphabet.If an office contains a large number of these

names they may file them separately for convenience.

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Indexing RulesTitles, when followed by a complete name,

may be used as the last filing unitExample: Dr. James D. Conley is filed

as Conley, James D Dr. Titles without complete names are

considered the first indexing unitExample: Mother Theresa is filed

as Mother Theresa

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Indexing RulesTerms of seniority, or professional or

academic degree, are used only to distinguish from an identical nameExample: Ted Wilson, PhD

Ted Wilson, Sr.Ted Wilson, Jr.Ted Wilson, MD

These would be filed in the following order:Wilson, Ted Jr.Wilson, Ted MD.Wilson, Ted PhDWilson, Ted Sr.

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Indexing RulesArticles such as The and A are disregarded in

indexingExample: Moore Clinic (The)