For example, a numeric system would work well for purchase orders retrieved by number. An alphabetic system would make more sense for licensing files retrieved by licensee name. Offices with limited records volume can often use an alphabetic filing system. Large volumes of records usually require numeric or alphanumeric systems. Large agencies, especially those with multiple branch offices, may use an alphanumeric central filing system to insure consistent filing practices throughout the agency.
Larger agencies have more people filing and retrieving records.
The needs of the people filing and retrieving records must be considered when choosing a filing system. The Dewey Decimal System would be inappropriate for specialized subject files where a few people with intimate knowledge of the subject use the records. It would be very useful for an agency library, however, where many people use records with which they may be only generally familiar. Direct access allows a person to find a record by going directly to the files and looking under the name of the record. Alphabetic systems are usually direct access systems.