How Does Your Present Filing System Perform . . .  

If your current filing method has any of the following problems, you can improve the management of your crucial operating information ... and impact the quality of service and profitability of your business with these solutions.

Each of the Six Basic Elements contributes to the overall performance of a filing system.

 

● Using Space Efficiently
Are you using the least amount of floor space necessary for your filing needs?

Drawer files waste valuable office space, typically using more than 75% additional floor space than open shelf filing equipment.

Open shelf filing equipment maximizes space utilization by using more vertical space and less floor space.

● Minimizing Physical Effort Necessary to Access Files
Can you get the one file you need without moving equipment and hundreds of other folders?

Drawer files require the opening and closing of 50-pound drawers-moving the weight of hundreds of folders and equipment to get just one file.

Open shelf filing equipment eliminates the need for strenuous physical effort because files can be retrieved without moving equipment and hundreds of folders.

● Eliminating Equipment Inconvenience and Inefficiency
Does your filing equipment allow for the fastest filing and retrieval possible?

Filing in drawer files requires more time because cumbersome drawers must be opened and closed repeatedly to access files.

Open shelf filing equipment maximizes speed and convenience with files that are readily visible and easily accessible on open shelves.

● Maximizing File Visibility
Are more than 25 inches of your files visible-and accessible -at the same time for fast, easy filing and retrieval?

Drawer files limit the visible file area to as few as 25 filing inches at the same time, increasing the time and effort needed for all filing and retrieval tasks.

Open shelf filing equipment makes all files visible and available-all the time.

● Accessing Files without Equipment Interference
Can more than one person use the same section of files at the same time?

Opening a file drawer blocks access by other people to all folders in the file cabinet.
 

Open shelf filing equipment makes files accessible to many users at the same time.

● Supporting Folders Adequately
Does your filing equipment provide support for folders every 4 to 6 inches to keep them upright, loose and workable?

Open shelf filing equipment can provide folder support at least every two to four inches to keep files upright, loose and workable.

● Reading Folder Labels
Are your folder labels easy to read, in one position only, not spread across 3rd and 5th cut tabs?

"Staggered" tabs on folders make files more difficult to read because your eyes have to 'jump" repeatedly from one position to another.
 

Single position folder tabs reduce the visual effort necessary to read file labels, thereby increasing the speed of file identification.

● Locating Appropriate File Sections
Can you quickly find-within inches-the file area you need to file or retrieve a folder?

Unnecessary time is wasted scanning numerous folder tabs to locate the desired file area when you can't quickly reduce the search area.

File guides direct you to the appropriate file area, reducing search area and search time.

FILE GUIDES

● Recognizing the Exact Folder Needed
Are file names and numbers clear- distinct, and easy to read-helping you quickly recognize the folder you need?

Small, typed or handwritten numbers or letters-which vary with each application-are unclear and inconsistent making it difficult to find specific files quickly.

File identification labels-consistently formatted and combined with color code labels-make the folder you need easy to recognize.

● Filing and Retrieving Folders Quickly
Is it easy to quickly distinguish one file from another in your present filing system?

Searching through hundreds of look-alike folders to find and re-file records is tedious and time-consuming.

Color coding provides 40% faster filing and retrieval because the human mind "reads" color almost instantly.
 

FILE CONTROL

● Preventing Misfiles
Can you re-file folders rapidly with the assurance that you are filing accurately?

With look-alike folders, there is no immediate way to verify that a folder has been filed correctly; it is necessary to read the file identification labels of adjoining folders.

Color coding immediately verifies filing accuracy because instant color matches are created when folders are correctly filed.

● Finding Misfiles
Can you instantly identify a folder that is misfiled within the filing system?

There is no quick way to recognize a filing error when all folders look the same.

Color coding instantly identifies misfiles because breaks in the color pattern are obvious when folders have been incorrectly filed.

● Locating Folders "Out-of-File"
Can you easily find "out-of-file" folders by identifying who has removed them from the system?

Determining who has removed folders from the files is difficult, if not impossible, if there is no system to locate folders "out-of-file" immediately.

"Out" guides and bar code tracking systems immediately identify the locations of folders out-of-file.

● Filing Incoming Information for "Out-of-File" Folders
Can you efficiently file or find the latest incoming documents for "out-of-file" folders ?

Without specific locations in which to file incoming documents, quickly finding and incorporating new information into folders is delayed.

"Out" guides with pockets "hold the place" of files removed from the system and secure Incoming information until the file is returned.

● Purging Inactive Files
Can you quickly find inactive files (for removal from prime office space) without opening each folder?

Time-consuming searches through folder contents are necessary to purge files if file activity is not indicated on the folder tab.

Month and year color code labels-showing the last date of file use-indicate file activity on the folder tabs.

● Organizing Folder Contents
Are folder contents neatly organized to let you easily and quickly find the information you need?

File contents frequently become disorganized when information is not segmented and secured.

File accessories (fasteners, pockets and dividers) keep information well organized and in appropriate order inside the folders for quick access.

● Designating Special File Status
Can you determine the special status (patient allergies, account types, etc.) of files-without opening each folder?

Without a way to designate a special status on the outside of the folder, time-consuming searches of folder contents are usually necessary.

Special designation color code labels highlight important information-on the folder tabs-for quick recognition and retrieval.

● Replacing File Identification Labels
Do file labels peel, smear and show excessive wear, often making replacement necessary?

Labels unprotected from excessive wear and temperature changes frequently peel and wear off, requiring costly labor-intensive maintenance.

Mylar label protectors keep stains, excessive wear and temperature/humidity changes from damaging labels.