sleeplees,
Here is one explanation - although to be clear I am just guessing.
You are right, they could try to complete entry of cases in order of PD since that has been established in the system.
However, that would also require that physical cases be filed in order of PD. If that were the case they could just go through them in order of PD.
If that was not the case then what would need to happen is that the data entry person would need to pull up the next case by PD, run to the filing area seek out the file come back to their desktop and enter the case. If you think they are not being efficient now, that is probably the most inefficient way of doing data entry.
So, how are physical cases being filed? I don't know. You would like to think it makes sense to do it by PD, but it would also make sense to do it by state, last name? So who knows.
To be clear I am not defending them, it is very clear that the process was not well thought out but once execution begins recovery is much more complicated.
I'll just say that my experience is in an industry that is highly paper intensive and we deal with volumes that would make us laugh when looking at 300,000 cases (in my case I cry more than laugh but that is another matter). Was there a better way, you bet I know of better ways. Have they gone so far down the wrong path that it is just now about saving what's possible, probably.