Formscorp Print & Promotional offers document filing solutions in Toledo, Ohio. Color code filing can reduce filing and retrieving time by 50% and save as much or more than 33% of the money that is now spent on your present non-color coded files. 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.
Color coding is the assignment of color to a number, letter or particular item that shows meaning. In filing, 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. 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.
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 Filing
Easy to maintain without requiring a cross reference file.
Alphabetical breakdown of initial with color can direct you to the proper file area and help eliminate misfiles.
Filing of common names is accomplished by coding the first two letters of the last name.
In larger alphabetical files, the additional coding of the first name initial will further break up the large name groupings.
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Alpha-Numeric Filing
Filing letters and numbers in a format that suits the file situation.
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.
Alpha-numeric files need not be complicated; numbers or letters used in alpha-numeric file can give added dimension for presorting, filing, and retrieval.
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Special Color Coding
Time dating or purge codes with the use of year color labels.
All year codes should be spaced away from any other coding on the file folder.
Files can be removed when they become too old and inactive to take up active file space.
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Straight Numeric Filing
Filing of numbered documents in a numerical sequence order starting from the first number and proceeding to the highest numbered file.
Easy to retire old files without training of personnel
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Terminal Digit Filing
Filing all files ending in the same last two digits in one section, forming 100 distinct file groups (00 through 99).
Major advantage is that the file grows equally in 100 places and reduces itself in 100 places with the retirement of older files.
Most commonly used by in large file areas: hospitals, insurance companies, government, banking, etc...
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