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Office Supplies > Filing Solutions

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.

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
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.
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.
  • Advantages
  • 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...