Â鶹ÊÓƵ

When creating a file classification plan for your department’s records, you may choose to implement a file coding system. File codes provide a short, consistent way to identify where a file belongs within the classification plan. They can make it easier to organize, label, file, and retrieve records without writing out the full name of the primary and secondary classification each time.

Create a File Coding System

Two common approaches are block numeric and alphanumeric coding:

• Block numeric: Uses numbers to represent primary and secondary classifications. For example, 100-20 might represent Administration – Policies and Procedures. Blocks of numbers can be reserved for different functions or activities, leaving room to add new classifications later.
• Alphanumeric: Uses a combination of letters and numbers. For example, ADM-20 might represent Administration – Policies and Procedures. The letters can provide a recognizable abbreviation for the primary classification.

Example 1: Primary Subject Headings

In the block numeric system, each subject heading is assigned a block of numbers; in this example, any file beginning with a number between 800 and 899 would be identified as a Human Resources file. 

In the alpha numeric system, each subject heading is assigned a three-letter alpha code; in this example, any file beginning with HRS would be identified as a Human Resources File. 

Example 2: Primaries within the subject heading "Human Resources"

In the block numeric system, each primary class is assigned a number within its subject block; in this example, any file beginning with the number 850 would be identified as a personnel file within the Human Resources block.

In the alpha numeric system, each primary would be assigned a number appended to its alpha subject code; in this example, any file beginning with HRS005 would be identified as a personnel file within the Human Resources block.

Example 3: Secondaries within the primary "Personnel Files"

In the block numeric system, each secondary class is assigned a two-digit number and separated from the primary by a dash; in this example, any file beginning with the number 850-10 would be identified as a personnel file of an academic employee in a continuing position. 

In the alpha numeric system, each secondary is assigned a two-digit number and separated from the primary by a dash; in this example, any file beginning with the code HRS005-10 would be identified as a personnel file of an academic employee in a continuing position. 

Note that in both systems, the common secondaries should always be assigned the same number, for example: 

• 00 Policies Procedures and Standards

• 01 General 

• 02 Planning

• 03 Reports and Statistics  

Example 4: Paper Folder Titles

Joan Smith is a continuing academic employee who was hired in 1979 and their paper personnel file comprises three folders. The folders would titled as follows:

Block Numeric:

• 850-10 / Smith, Joan, v.1, 1979-1986
• 850-10 / Smith, Joan, v.2, 1987-1993
• 850-10 / Smith, Joan, v.3, 1994-

Alpha Numeric:

• HRS005-10 / Smith, Joan, v.1, 1979-1986
• HRS005-10 / Smith, Joan, v.2, 1987-1993
• HRS005-10 / Smith, Joan, v.3, 1994-

Example 5: Digital File Titles

Elizabeth Mung is a continuing academic employee who was hired in 2020. Their department maintains a file share where all employee records are stored. Their digital personnel file comprises a single folder. The folder would be titled as follows:

Block Numeric:

• 850-10_MungElizabeth_2020

Alpha Numeric:

• HRS005-10_MungElizabeth_2020