In Part One, we told you about how Oblique Shelf Organizers with hanging file folder compartments will help you in managing documents on your desk. Now, we are going to fill you in on how you can create an organized filing system and use color coded filing to increase productivity.
Did you know that more than 80% of the cost to maintain paper records is in the personnel time used retrieving and replacing documents in the filing system? Also, one lost or misplaced record will often delay, inconvenience or require work to be redone by more than a dozen people and that the estimated cost of every filing mistake is over $125. Creating an organized filing system will reduce the number of misfiled documents and has a dramatic cost savings to any organization.
Implementing an Organized Filing System with Color Coded Filing
To implement an organized filing system use color coded files. Color coded filing systems assign colored labels to certain key letters or numbers of the file name. Assigning colored labels to key letters or numbers creates blocks of color or color bars when like numbers or letters are organized in your filing equipment.
The color coded filing system will increase productivity in two ways. First, the mind relates to color and recognizes it faster than lettering. Second, the blocks of color make misfiles easier to find and locate. With a color coded filing system, employees will be able to retrieve and replace files quicker and with better accuracy. A great example of how to use color coding is a simple color coded year label that lets you easily find records to purge each year. (view color coded filing photos)
Changing to a color coded filing system can be a lot of work, which is something you probably don’t have time to deal with. Don’t worry the storage and filing professionals at Southwest Solutions Group® are here to help. They are experts in creating color coded filing systems since they have been at this for over 40 years! Just give them a call today at 1-800-803-1083 or send them an email and they will get started creating an organized filing system that will increase workplace productivity in your office.
Also, don’t forget to come back 6/28 and read the third installment of this series on organized filing systems where we are going to tell you about how high density shelving will improve workplace productivity!