Individuals without access to the coding system cannot gain access to specific records. The system is most efficient when sorting a large volume of records. Duplication of records can be avoided because each code is used only once. Greater accuracy in filing and retrieving is generally provided. Several different sets of files and indexes are necessary to maintain control.
Misfiled records can be difficult to locate.
Considerable time is often needed to train new staff in the use of the system. Here are some questions to ask about any system you are considering. These same questions can also be used to evaluate an existing filing system. Logic speeds learning, so staff members do not have to rely on memory alone. The method behind the system should be clear and should follow a definable line of reasoning.