Office Supplies > Filing Solutions
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.
- 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
- 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.
|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.
|straight numeric filing
- Filing of numbered documents in a numerical sequence order starting from the first number and proceeding to the highest numbered file.
1. No training of personnel
2. Ease of retiring old files
|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...