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