Filing equipment and office filing systems from Office Interiors

Filing Systems

You need a better office filing system, but where do you start?
People in your office don't need to be walking around asking, "Say, where did we file that?"

Upgrade paper filing systems so that personnel will have almost instant access to records needed to serve customers, improve efficiency, cut costs and positively affect bottom lines.

Contact Office Interiors about our filing equipment and find out how our professionals can help improve your company's filing system.

The following ten questions should serve as a guide for evaluating your current filing equipment and help in defining areas that need improvement.

1. Speed: Is it easy to quickly distinguish one file folder from another in your present filing system?

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.

2. Accuracy: Can you re-file quickly with the assurance that you are filing 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.

3. Misfiles: Can you quickly identify a folder that is out of place within your high density filing system?

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 glance because an incorrectly placed folder breaks the color pattern created by correctly placed folders.

4. Visibility: Are your folders tabs easy to read, in one position only, and in open-shelving?

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 files, are aesthetically pleasing and complement the décor and image of a professional office environment.

5. File Control: Do you have a way of knowing who removes files from your office filing system? Do you have a place to put incoming information when the folder is out-of-file?

Removing files from the filing system without identifying who removed them means information is not available when needed. Also, incoming information has no specific place to be filed until the folder is returned. 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.

6. Organization Within the Folder: Are folder contents in the order you need them to be?

Without file accessories, information easily becomes disorganized and difficult and time consuming to find. File accessories such as Indexes, file backs, fasteners, pocket, and inner dividers keep the information well organized and in appropriate order.

7. Special File Designation: Can you quickly purge inactive files or highlight important information without opening each folder?

Without special designation labels, you waste time and effort searching folder contents for important information. 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.

8. Clarity of File Identification: Are names or numbers, clear, distinct, and 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.

9. System Complexity: Is your office filing system simple to use and easily understood by others who need to use it?

Look-alike folders make it complicated to organize and maintain file order. They also make it difficult to indicate and recognize special sub categories. This type of filing is troublesome for other people 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.

10. Filing Morale: 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.

back to top

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.

back to top

Alphabetical Filing

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".

back to top

Alpha-Numeric Filing

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.

back to top

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.

back to top

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.

back to top