Office Filing System and Equipment
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You need a better office filing system, but where do you start?
filing systems today so that your personnel will have almost instant access to records needed to serve customers,
improve efficiency, cut costs and positively affect bottom lines.
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about our filing equipment and find out how our professionals can help improve your company's filing system. You can also browse and order directly from our online store
Evaluating Your Current Office Filing Equipment
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- Speed: Is it easy to quickly distinguish one file folder from another?
Without color-coding, hundreds of look-alike folders require tedious,
time consuming search effort. Color-coding systems let you find files up
to 40% faster because people can "read" color more easily than
alphabetic or numeric symbols.
Can you re-file quickly and accurately?
Without color-coding there is no quick and easy way of visually assuring of
accurate filing. Color-coding systems immediately confirm accurate filing
with color patterns that create an instant match when placing a file folder
where it belongs.
Can you quickly identify a folder that is out of place?
Without color-coding all files look alike and there is no easy way to
identify a misfile. Color-coding systems let you identify misfiles at a
Are your folders tabs easy to read?
End tab filing products are easy to read and offer unparalleled visibility.
Open shelf files allow visual access to records at a glance, can
effectively use color-coding and bar coding, conserve floor space by
using height and are approximately one-third less expensive than drawer
Do you manage office filing
The use of file out guides and/or the implementation of Record Tracking
Software help to point where the file and records are and aids in
accessing, using, tracking and managing those records and files.
Organization Within the Folder:
Are folder contents in proper order?
File accessories such as Indexes,
file backs, fasteners, pocket, and inner dividers keep the information
well organized and in appropriate order.
Special File Designation:
Can you quickly purge inactive files?
Printed forms and/or color coding
labels like year bands and medical alert labels can designate file activity or
important information, allowing for quick recognition and easy retrieval.
Clarity of File Identification:
Are names or numbers easy to read?
Using small, typed or handwritten number or letters varying within each
individual application restricts your ability to maintain clarity and
consistency in file identification. This makes filing tasks tedious and time
consuming. Individual color-code labels and computer-generated filing
systems provide bright colors and large, easy to read, uniform labels that
enable you to maintain file identification consistency.
System Complexity: Is your office filing system simple to use?
Color-coding systems provide a variety of labels that make it easy to
organize and consistently maintain file order, identify special sub
categories, and create a uniform system. The connection between color
and letters and numbers makes it easy for anyone to use.
Is filing a pleasant task that is frustration-free?
Look-alike folders and the resulting lack of control, disorganization and
monotony contribute to inefficient filing and constant irritation and
frustration with filing tasks. Filing system supplies can be used to create
efficient, well-organized, color-coded systems, with clearly
distinguishable and easily retrieved files. Filing is fast and easy and the
work environment more pleasant.
Color Code Filing Made Easy
Color coding is the assignment of color to a number, letter or particular item that shows meaning. In office filing systems, we assign a color for each number 0
through 9, and a color for each letter A through Z, to aid in filing and retrieval of all types of hard copy files. By putting these colors (letters,
numbers and designators) in a particular position on a file folder, file pocket, etc., a color/block pattern is formed. When these patterns of color are
broken, a misfile has occurred. In retrieving a file, color recognition reduces look-up time. It also saves presorting time and reduces filing time. In
fact, color coded filing can reduce filing and retrieval time by up to 50%. Approximately 75% of every dollar spent in filing areas is people time;
therefore, color coding can save as much or more than 33% of the money that is now spent on your present non-color coded files. Misfiles are
virtually non-existent in color coded files because of the ease of spotting a file when it is out of order. Memorization of colors is not necessary; the
color works as a flag which identifies position or meaning in a file sequence. A good color code system can work for your files, and in most
cases pays for itself in less than a year due to the time saved in filing and retrieval without misfiles. Since most files are filed in one of the
demonstrated examples, you can easily adapt your file situation to color coding.
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Alphabetical color coded name files are easy to maintain without requiring a cross reference file. Color coding
alphabetical breakdowns of initials with color can direct you to the proper file area and help eliminate misfiles,
which are most common in non-color coded alphabetical files. Filing of common names is accomplished by
coding the first two letters of the last name; for example, James C. Bayer would be coded "BA". In larger
alphabetical files, the additional coding of the first name initial will further break up the large name groupings in
the file. Using "J" for James, we now can go immediately to the "BA" section and then to the "J" section in the "BA"
group to retrieve or refile. When filing corporate or company names, it is suggested to use the first two or three letters
of the first full proper name; for example, "Ajax ToolWorks" would be coded "AJA".
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Alpha-numeric filing is simply the filing of letters and numbers in a format that suits the file situation. Many
times, files have alphabetical indicators which have a particular meaning in a numeric file, or vice versa. When filing
alpha-numeric files, a decision must be made as to whether the number or the letter is more important for locating
or segregating the file, since the file can be set up either way. An example of alpha-numeric filing (at left) shows a
construction company using the alpha prefix of the state in which the construction site is located. In the
illustration, IL (postal abbreviation) is for the state of Illinois, job number 123. Job number 124 has the indicator
AZ, showing that the construction site is in Arizona, which is a misfile. The files are kept in alphabetical order by
state, then in numerical order by job numbers which are assigned in sequence as construction sites become
available. Alpha-numeric files need not be complicated; numbers or letters used in an alpha-numeric file can give
added dimension for presorting, filing and retrieval.
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Straight Numeric Filing
Straight numeric filing is the filing of numbered documents in a numerical sequence order starting from
the first number and proceeding to the highest numbered file (last or most recent). Color coding a straight
numeric file is somewhat dependent upon the total number of files. In the example, we have color coded all
five digits. In straight numeric filing, time-saving and cost-saving advantages can be gained by coding the last
two digits (tens and units) of the number with one double-digit color block. (Note - the units and tens digit
must be color coded separately if you are considering converting to terminal digit filing at a later date.)
The major advantages of straight numeric filing are (1) no training of file personnel, since most people know
how to find files if they are numbered from the lowest through the highest number in the files, (2) ease of retiring
old files. In most cases of straight numeric files, the oldest files are the ones with the lowest numbers.
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Terminal Digit Filing
Terminal digit filing is the filing of all files ending in the same last two digits in one section, forming 100 distinct
file groups (00 through 99) in any given file number situation. The use of terminal digit filing is usually seen in large
file areas: hospitals, insurance companies, government, banking, etc. It speeds up retrieval time and reduces
refile time by segregating files into groups of 00 through 99 (example #12345) terminal digits (45), middle digits
(23 within the 45 section) and tertiary digits (01 within the 23 section). For example, file 12345 (01-23-45) would
be filed in the 45 section next to file 2345 (00-23-45). File 12346 (01-23-46) which would normally be put next
to 12345, would be filed in the 46 section (then in the 23 section, then 01 within 23 section). Note the
misfile - two files in the 45 section between subsections 21 and 22 that should be in the middle digit section 24
(file numbers larger than six digits can also be filed in terminal digit order). The major advantage of terminal digit
filing is that the file grows equally in 100 places and reduces itself in 100 places with the retirement of older
files, forming an equal growth pattern in the file.
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