Access Systems ¹

Another consideration in selecting the filing system most appropriate for your office is the access system. There are two types: direct access and indirect access.

You must decide which access method is best suited to your agency. In making your decision, there are features of each we should be considered.

Direct Access

A direct access system allows a person to locate a particular record by going directly to the files and looking under the name of the record. Alphabetical systems are generally designed to be direct access.

Features of a direct access system:

• Records can be located by going directly to the files.
• Time is saved in both filing and retrieving records.
• File guides that show names commonly referred to can speed up the filing and retrieving processes.
• The system is cumbersome to use when storing a large volume records.
• Frequent confusion and congestion can occur when dealing with files with common, similar, or identical names.
• Duplication of records is a common problem; there is no index to show whether a file already exist under a particular name.

Indirect Access

An indirect access system is one in which in index or authority file must first be consulted to determine the special code assigned to a record. Numeric and alphanumeric filing systems and alphabetic systems are often indirect access.

Features of an indirect access system:

• Use of an index is required to obtain the code assigned to a record; the index must be consulted before record can be located.
• Security is provided for all records in the files. Individuals unfamiliar with the coding system cannot gain access to specific records.
• The system is most efficient when storing 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.

¹  Records Management Division of the Texas State Library, The Local Record, Summer 1990.

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