This blog series highlights the components of a successful physical filing system. In Part One, we introduced the concept of a complete filing system and looked at the first three components, including storage technology, containers and coding.
We now address the last two components by highlighting helpful file management tools and the keys to implementing a new file system.
In addition to the essential components described in the first part, there are a number of helpful tools that minimize search time and save labor costs.
– File tracking software. Provides RIM professionals with a single, secure software solution to co-organize, manage, and mobilize physical and digital information.
– Outguides. A useful tool for identifying and controlling records that have been removed from the shelf. Outguides mark the location where a file must be returned and save incoming material while the folder is open.
– Loading slips. In conjunction with outguides, payouts are used that show the name of the borrower and the time the file was used.
– Unit boxes. Provide extra protection for files and improve the effectiveness of color coding. Specific types of shelves that record these and these can easily be pushed back to make room for new records.
It is important to have a plan before starting to implement a new or updated file system. You want to ensure that the security of your records is maintained and that your daily operations are minimally disrupted. Depending on the scope of the change, you may choose to do it internally, or you may want to contact an experienced partner.
Some Scenarios to Consider for the Conversion Project:
– Renumbering Files
– Moving to Space-Saving Folder Styles and Shelf Styles
– Moving to Color-Coded Labels for Faster Recalling Files
– File Screening, Reorganization and Assembly
– Merging two or more filing systems (often the result of a merger or acquisition)
If this project is to be addressed internally, the implementation of a Day-forward approach is a recommended starting point. After training the employees, select a date on which you want to use the new filing system with all new records. That way, you can customize the old files within weeks or months without having to do extra work each time you create a new record.
Other factors to consider when implementing:
– Consider the need for additional storage facilities. Depending on how many files you create in a year, your existing equipment may have a limited amount of time.
– Create a schedule to determine when files are removed from your active repository and archived / destroyed to make room for new incoming files.
– Remember that there is capacity for every important system. Make sure that the file order you choose allows room for new records.
Why It Matters
Whether you're the final decision maker or someone you need to convince, you'll do it Before you start a new or updated filing system, you need to create a business case. When discussing the change, it is important to keep an eye on the benefits and savings of having a comprehensive filing system.
– Reduction of error files and data loss. If everything is labeled and a color-coded approach is installed, the number of missiles and lost files can be reduced.
– Labor savings. Not only can you reduce the time it takes to find a record by up to 40%, but you can also reduce the time it takes to process new records. Simply place a label on a folder with side tabs and place it according to your color system.
– Clean up the filing room. An organized office increases productivity, reduces stress and keeps employees in line. A comprehensive filing system helps you organize and stay organized.
– Saving space. Moving to high-density mobile racks can increase space requirements by up to 339%.
– Read our guide: Six Simple File Classification Tips
– Download our catalog to see what TAB offers
– Any questions? Talk to a file expert
– Read Part 1 of this blog again