Which filing system does the Air Force use for hard copy medical records?

• A. Terminal Digit filing system.
• B. Alphabetical filing system.
• C. Numerical by year filing.
• D. Random file method.

Answer: (A)

Terminal digit filing organizes hard copy medical records by the last two digits of the file number, creating consistent groups that span across the entire filing system. This approach is ideal for large volumes because it minimizes misfiles and speeds retrieval; staff can locate records quickly based on those terminal digits, independent of patient name or year. In Air Force medical facilities, where thousands of records move through bases, this standard method helps ensure consistent organization, easier audits, and smoother cross-base access.

Alphanumeric or alphabetical filing groups by last name, which becomes unwieldy with huge volumes and can slow filing and locating records. Filing strictly by year distributes records in a way that makes cross-year retrieval harder. A completely random filing method has no predictable pattern, leading to frequent misfiles and delays.