d. The following steps are to be used when filing or retrieving terminal digit records.
(1) Step 1 - Determine the correct color section of the file by the primary group
of the SSN for the record you are to file or retrieve. Remember, all like colored records
have the same primary group (e.g., records with primary group 90-99 are red).
(2) Step 2 - Within that color, locate the section that has the number blocked
out that matches the last digit of the SSN of the record that your are to file or retrieve. This
will ensure that all the records of the same color with the same number blocked out have
the same two digits as a primary group (e.g., red records with 5 blocked out all have a
primary group of 95).
(3) Step 3 - This section of records will now be arranged numerically by
secondary numbers 00-99. A record with the last four numbers of 93 95 will be filed after a
record with the last four numbers of 92 95.
(4) Step 4 - If you find more than one record with the same last four numbers,
you must then look at the tertiary, or third, group of the SSN. This is red left to right as a
whole number. Therefore, a record with the SSN of 32344 93 95 would be filed before a
record with the SSN of 35344 93 95.
(5) Step 5 - If you find more than one record with the same SSN, they belong to
members of the same family. When this occurs, you then look at the FMP to determine the
filing order. These too are arranged numerically so that a child (FMP 01 - 19) would be
filed before the sponsor (FMP20) or the spouse (FMP 30).
(6) Step 6 - In all cases, you compare the patient's name with the record or the
chargeout in the file.
e. A nominal index card is kept for each OTR filed by the TDFS. A card is made
when a new record is initiated or received. This index, consisting of 3 by 5-inch cards, is
used as a cross-reference between the patient's name and SSN. Only information
pertaining to treatment records on file will be maintained. The format for the index cards is