Filing Practices

4.3 Access

Another aspect of creating a file plan is deciding how files will be accessed. The two methods of access are direct access and indirect access.

1. Direct Access
   A direct access plan allows the user to access the file without first referring to an index. Direct access may be ideal for small offices that produce a low volume of records. (Example: If it is easier to find information by a person's name, the system would be alphabetical. One looks for the file directly by the name.)

2. Indirect Access
   An indirect access system requires the use of an index or codes to locate a file, such as assigning a number to a file. An indirect access system generally is used for large or complex filing systems. It may require the use of automated equipment to locate the files, as well as knowledge of the coding system.