This blog series highlights the components of a successful physical filing system. In Part 1, we introduce the concept of a complete filing system and take a look at the first three components, including storage facilities, containers and coding. Later, in Part 2, we'll look at the last two components, which are file management tools and their implementation.
Filing is much more than a collection of folders and labels. To recognize your file management program as an advantage that increases your efficiency and saves money, you need a complete filing system that supports the entire life cycle of a file.
Before we go any further, let's define the & # 39; life cycle of a record & # 39 ;. A "lifecycle" of records refers to the phases that go through from creation to destruction. There are several representations of this life cycle, but generally they all include the following:
– Creation. In general practice it is time to create an individual record for at least five documents on an "object".
– usage. Refers to the organization and establishment of a system. Should be done so that it complements the way the information is used.
– maintenance. Dealing with the disclosure of information. This phase includes activities such as filing, retrieving, using, duplicating, printing and distributing.
– retention. Active or inactive: There should be a schedule to control what should happen to a record.
– conservation. If the long-term future of the record does not warrant destruction, it should be kept so that integrity is preserved.
– Final disposition / destruction. Appropriate procedures should be in place to "destroy" critical documents and duplicates. This can include crushing in straight cuts, crushing in the transverse direction or opening up cuts.
Now that you have familiarized yourself with the different phases of the life cycle of a data record, it is time to discuss the five components that make up a complete product. Archiving system so that you can can manage these records properly.
Proper storage equipment can help you speed up archiving and retrieval times, increase operational efficiency, and improve space utilization and storage cost reduction.
If possible, use devices that support the end (or page) tab tray.
– Compared to a conventional upper tab folder, an end tab folder in combination with open shelves drastically reduce space requirements.
– The combination of improved labeling and high storage density makes final register folders more suitable when frequent file retrieval is required.
– End register addendum ies are offered in a variety of materials, sizes and weights and are easily customizable.
Select storage equipment based on location, file size, and how often files are accessed.
– Cupboards. An ideal solution when it comes to accessibility, space and security. Space requirements improved by up to 82% compared to conventional filing devices.
– shelves. Designed for high density filing environments where a large number of files need to be accessed instantly in a confined space. The use of space improved by up to 140% compared to conventional archiving devices.
– Mobile shelf with high density. Mobile systems maximize space utilization by eliminating aisles and compressing multiple storage cabinets or shelves into much less space. Mobile systems are ideal for a centralized storage environment and are available in many options depending on the scope, frequency of access and security. The space requirement improved by up to 339% compared to conventional archiving devices.
Containers are just a buzzword for files and / or bags. They serve three basic purposes: housing and identifying documents, supporting and protecting documents, and organizing information for quick and easy retrieval.
There are also different types of file folders. The three basic types are the page tab (preferred for the reasons listed above), the top tab and tab 2. They are made in a variety of formats and paper types:
– Manila. The most popular choice for most folder applications. Manila folders are smooth and tearproof.
– colorful. Excellent for quick identification. Color speed for filing and retrieval in any system.
– Pressboard. The most durable material in the industry. Available in three qualities (Type 1 colored pressboard, Type II green / gray pressboard and Type III low-density pressboard).
– Extension. Allows multiple records to be stored in the same container.
Many record managers prefer custom file folders. These specialized folders correspond exactly to your filing standards and the requirements of the employees. There is no limit to what can be done with a custom folder.
Coding involves labeling, organizing, and sorting files, and is the process by which you can identify where your records are and how to find them quickly.
Marking. The first color-coded label file system was launched by TAB and allowed users to find their information 40% faster than conventional file systems. Regardless of whether your files are categorized alphabetically, numerically or alphanumerically, color-coded file systems make it extremely easy to organize files. Depending on your specific requirements, three main types of labels are available: hand-packaged, factory-printed, and software-generated strip label software.
Organize. Records should be organized according to a functional classification scheme. The more logical and intuitive the classification system, the easier it is to find what you need. Start by organizing records into groups or categories. These categories are then divided into subcategories and a standard set of naming conventions and file codes are developed to describe these structures. This may sound like a daunting task, but we already have resources to get you started. Download our six simple file classification tips or read part 1 and part 2 of our blog on the subject.
file sequencing. Each color coding system has a numerical limit. In particular, each system can only support a certain number of files before it collapses. In the case of an alphabetical color coding system, there is only a certain number of combinations that can be created from 26 letters as part of an alpha system with three lines.
Here is a summary of the individual letter capacity of the most important filing systems:
– Alpha = 1,000 – 2,500 folders in one system
– Alpha Numeric = 1,500 – 20,000 folders in one system
– Numeric = 10,000 – 80,000 folders in one system
– final digit = 40,000-100,000 + folder in one system
Now that you have seen that filing is much more than one Collection of folders and labels, stay up to date for Part 2, where we will discuss file management tools and their implementation.
– Read our guide: Six simple file classification tips
– Download our catalog to see what we have to offer
– Have questions ? Talk to a file expert
– Look forward to part 2…