Which elements are used to file records?

Which elements are used to file records?

• A. Subject ID number; Consecutive number; Issuing authority
• B. Subject Name; Date of birth; Issuing authority
• C. Subject ID number; Date of birth; File number
• D. Subject ID number; Consecutive number; Receiving authority

Answer: (A)

When filing records, you want identifiers that are stable, unique, and traceable to their source. The subject ID number provides a unique identifier for the individual, which helps avoid confusion when names are similar or common. A consecutive number gives each file its own distinct label in a simple, predictable sequence, making organization and retrieval straightforward and preventing any possibility of duplicate files. The issuing authority shows who created or approved the file, establishing provenance and accountability for the record. Using a subject name and date of birth can lead to mismatches because names repeat and dates of birth aren’t unique. The receiving authority indicates where the file goes, not where it came from, so it doesn’t help establish provenance. A file number alone could be ambiguous across systems, whereas a consecutive number keeps the filing system clean and unambiguous. Altogether, subject ID number, consecutive file number, and issuing authority form a robust filing scheme.

When filing records, you want identifiers that are stable, unique, and traceable to their source. The subject ID number provides a unique identifier for the individual, which helps avoid confusion when names are similar or common. A consecutive number gives each file its own distinct label in a simple, predictable sequence, making organization and retrieval straightforward and preventing any possibility of duplicate files. The issuing authority shows who created or approved the file, establishing provenance and accountability for the record.

Using a subject name and date of birth can lead to mismatches because names repeat and dates of birth aren’t unique. The receiving authority indicates where the file goes, not where it came from, so it doesn’t help establish provenance. A file number alone could be ambiguous across systems, whereas a consecutive number keeps the filing system clean and unambiguous. Altogether, subject ID number, consecutive file number, and issuing authority form a robust filing scheme.