Filing Right Away

Color Coding, in combination with end tab folders and open lateral file shelving, offers greater filing advantages over standard drawer cabinets and top tab folders. The use of these three elements to create an improved records management system will provide the environment necessary for operation of an efficient, time saving filing system.

ADVANTAGES OF COLOR CODING Color coding organizes the files into easily managed color groups that make locating and refiling less time consuming.  Actual employee time expended working the system can be reduced by as much as 40% for pulling files and 70% for refiling. Misfiles are greatly reduced or eliminated. Studies conducted by IBM, AIIM, and the Garner Group show that the average misfile costs up to $200.  With color coding on the folders, misfiles are greatly reduced, and should one occur, they are easy to spot and correct. With color coding, the colored labels read as the letters or numbers they represent so, with a little practice, personnel will be able to read the files quickly, maximizing efficiency in locating folders or returning them to the system. Color coding simplifies the process of locating files out of the system, stacked on desks, or in other locations around the office.  When working with the files at your desk, the color coding increases the ability to quickly identify which file you need to work on next.  By placing the color code labels and descriptive information on the end of the folder rather than the top, it is easier to visually identify a file since it is not necessary to open a drawer or  pull the folder out to do so. This specifically improves access to the top levels. Color coding the end of the folders makes the system more attractive, colorful, and aesthetically pleasing within the work environment. It also impresses other departments and administration because it clearly shows an organized system is in use.  

ADVANTAGES OF LATERAL SHELVING  Lateral shelving can be either open shelving or cabinets specifically designed for end tab files, allowing the color coded files to be exposed to view at all times. With cabinets, flipper doors or other methods can be utilized for closing the system if security is an issue.  Lateral filing systems allow files to be stored more efficiently. Over twice as many files can be stored in nearly half the space of vertical 4-drawer cabinets,. The ability to have up to three more levels of filing provides savings by reducing the amount of floor space required to store the files.  The saved space can either be used for the storage of more files, or opened up for other uses.  Lateral shelving, in combination with color coded end tab folders, allows high visibility of the system. Personnel will be able to start locating the file they need as they approach the system through identification of the specific color patterns on the files. By the time they reach the shelf they will have identified the file's location and can quickly retrieve it.  

ADVANTAGES OF END TAB FILE FOLDERS The end tab folder is designed with a full cut, reinforced tab on the end of the folder body rather than on the top. This allows for the placement of color code, name, descriptive and classification labels on the side of the folder where they are easily in view and accessible.  In using end tab file folders with the file information on the side, it is no longer necessary to look down into a file drawer or to pull a folder from the shelf in order to identify the folder. The need to look into a drawer with top tab files is the reason most drawer cabinets consist of only four drawers. By placing the information on the side of the folder, you can now have up to seven shelves of files while still keeping the files within easy reach. Versatility is a tremendous benefit to end tab systems. End tabs are available on standard manila folders, colored folders, pressboard folders, divided folders, expandable file pockets, and many other items such as out-guides and index guides.   The reinforced full cut end tab on the folder provides additional strength where it is needed and will withstands wear longer than top tab folders. This reduces the labor and expense of replacing worn folders and helps maintain the integrity of the color code system.  

THE ADVANTAGE An improved records management system consisting of color coding, lateral shelving and end tab folders will quickly pay for the initial conversion investment and deliver reduced operating expenses through greater efficiency well into the future.

The FS Guru

The better question is...can I afford not to color code. And with on-demand color code systems these days costing less than a designer pair of sunglasses, why wouldn't you. On-demand means ready when you need it. What I am talking about is some simple web or server based software and an inexpensive printer (as little as $80.00 from your local office supply store) and you are ready to go. You can print top tab or end tab color code labels that will improve your efficiency, eliminate misfiles and save you money, money, money for years to come. The basic system runs under $500.00. The savings will run you into the $1,000s of dollars. Call me to discuss your need and for an online demonstration--208-362-1152.

Waiting will only cost you!

 The FS Guru

Creating a Tickler File

Anybody who files in a busy office knows that papers are constantly coming across their desk, and if those papers are not organized on a regular basis, messy piles can accumulate...resulting is misfiles, or even worse, lost documents.

An easy and smart way to keep constant track of paperwork as it mounts, particularly documents that relate to ongoing projects, is to create whats called a tickler file. In addition to making it easy for you to manage the continual stream of papers you have to deal with, a tickler file helps simplify the process of determining what to save and what to throw out by allowing you to temporarily store papers for future use.

To set up your own tickler file, here's all you do: Just place a hanging folder in your drawer with five interior folders inside the hanging folder. Label each interior folder with a different day of the week. As the week progresses, drop papers for review into the respective interior folders and review at each days end. When Friday rolls around, sort through the entire file for the whole weeks worth of papers and you'll be able to easily decide what to save and what to discard...or, what to transfer into a more permanent file.

Tickler files are perfect for projects that you work on over long periods of time. Indeed, many projects tend to take on a life of their own, accumulating mountains of papers some of which are not needed right away. Its those papers that can clog up your days and weeks and rob you of filing efficiency as well as productivity.

Using a tickler file can alleviate the challenges of paperwork build-up, making your entire office and your life more organized every day! 
 
Published with the permision of Fred Libertino, Thompson Paper Products

Look to Indoff and Thompson Paper Products regarding the many ways to file. We are experts in custom folder design, and in combination with a large line of stock folders and pockets, can provide the solution for any filing application.

 The FS Guru
 

Don't things just seem brighter and sunnier when your daily business runs smoothly? Raises your spirits doesn't it?

 The smallest things can eat away at how you feel--even something as simple as a disorganized filing system. Absolutely true! A day can be ruined when you are unable to find the file you need when you need it.  And why is the file missing? Because your system is not set up properly utilizing end tab folders and a color code system.

Think of it. Something as simple as going to a different folder and using colored labeling can improve your business life. But, not only that. You also receive a better bottom line. More profit through better efficiency-- and higher spirits to boot.

 Isn't it about time you signed up?  Your filing system Guru is here to help. But I can't unless you contact me.  

Sit quietly for a moment at your desk. Rest your forearms in the Yoganomically correct position on your padded chair arms.  Allow all pressure and tension to flow out of your shoulders and neck.  Now, close your eyes to remove the paperwork disaster before them and take three deep, even breaths. Become one with the air as it fills your lungs and discover the calming effect as you release the air and with it, let yourself out.

The most efficient method of filing in the industry utilizes end tab folders and pockets. Simply by moving the information from the top of the folder to the side it allows up to 50% greater efficiency in both access and storage. This not only goes for centralized filing systems, but also works just as well within the individual workstation.

However, when working with end tab folders at the workstation level, they need to be managed in an environment that in every way has advanced in technology except for the efficient management of paper.

Here is where the Art of the File Box comes into play, and the effect can be equal to that delivered by performing Tai Chi at sunrise on on a crisp, clear morning.

It is as simple as placing a few of these file boxes in your overheads and on your desk...and isn't it nice to know that sometimes there are simple answers that deliver great results!

File boxes come in both letter and legal size, in 4", 5", and 6" widths. Placed in your overheads, these will keep your end tab color coded (you are color coding, arn't you!) files well organized and upright.

Place some of these boxes on your desk to hold the files you are currently working with. Use the boxes to modularize your work-- For example, have some boxes holding your current working files, some for files pending information/documents, and another area for finished files.

Have lots of files to work with or need to move files through processing at various workstations?  Make use of the file box cart. Utilize it in your workstation to hold more files. Or use it to transport folders from station to station to file room.

Implement the use of File Boxes in your work environment and see the drastic difference they make in reducing your stress. For your convenience, both file boxes and file carts can be found in my catalog on this site.

 FS Guru

Much time, effort and money is put into the creation of an employee's work space: Ergonomic chairs and keyboard trays, wrap-around workstations, panel systems to separate employee spaces, pedestals, lateral files, and overheads for storage. All to make the employee more efficient. But the one thing consistently overlooked is how paper-flow is (mis)managed in this environment.

Take the pedestal or lateral file for instance. Most workstations use a generic box/box file or 2-drawer lateral. Often when opening these during a consultation I find them misused and abused--storing everything from old manuals and software haphazardly dumped into them, to shoes, purses, and a plethora of snack food. Why? Because these generally are inefficient for storing the paperwork employees are responsible for managing on a daily basis. Walk by any workstation and you will see this paperwork scattered across their work space and stacked high on the far recesses of their desktops. Overhead storage is generally used for similar items because most offices work with top tab folders and the file identity on these tabs can not be seen when sitting on an overhead shelf.

 The result is lost efficiency through poor records management. This weblog is dedicated to helping companies and corporations rethink their paper-flow, reduce cost, and improve space use while managing the process of paperwork flow throughout an office.