Filing Systems
Contemporary business requires an organization to consider not only what a record or asset means now, but what it represents in the future. Companies must deploy a process today and account for it tomorrow across all aspects of their business. Each business is a mechanism to provide products and services as well as the creator of information to identify effective policies. To be successful, a business must be a responsible custodian of that information. Many organizations struggle with managing documents and records simply because they lack a filing system. Whatever filing system you choose, it must be transparent and easy to use, allowing you to account for every piece of paper with ease. Most filing systems are based on one of four paradigms:
Alphabetical
In record sets of approximately 3,000, this system works well. It is easy to categorize your records with it. The alpha set relies on the idea that the fundamental and highest order of the record set is a name. In systems that organize vendors or customers, the records are ordered against the first 3 to 4 letters of the name.
Numerical
The straight numeric system relies on the idea that there is a unique identification number for everything in the system. Numeric filing is an excellent choice for file systems from 3,000 to 30,000 records.
Terminal Digits
These systems are used to maintain huge filing systems with heavy use metrics and generally accommodate a plan which attempts to predict file placement and shifting by spreading file growth out over 100 unique terminal sections. They rarely rely on any other data being applied to a label and the system that requests such information is driven by the number and nothing else.
Color Coded
Color coded filing systems provide many benefits for the efficiency and accuracy of filing, keeping and managing records. They dramatically reduce the incidence of misfiles and lost files.
File Labels
Color coded file labels are often used in complex filing and storage systems. By using these labels, an end-user who is familiar with the filing system can quickly find a document, folder or other content. A fully customizable label printing application provides everything from asset tags to color coded filing labels, both top and side tab. Such apps are deployed as a standalone application or integrated with a tracking database to provide a fully accountable tracking system for any item you would want to label or track from a file folder to a laptop computer.
Benefits of Color Coded Filing
- Dramatically reduce retrieval times by up to 40%.
- Reduces the costs of working with the filing system.
- Dramatically reduce the incidence of misfiles. The color code viewed horizontally creates a break in the pattern that causes them to stick out.
- With the addition of bar codes and records management software, a color coded filing system can be migrated into a more comprehensive solution as demands change.
- Standard and consistent labeling of all files in the system.
- Easily distinguish one file type from another.
For years, filing supply companies and manufacturers have been providing hand wrap elements to create a color code system. While they do provide the color code portion, they are both costly and hard to use. They also lead to creating smaller text labels to provide complete information on the file folder.
Modern, Internet based file label software not only provides standard color coding; it also eliminates the need for small labels to accommodate all the relevant text. It can take uploads of file data, or even facilitate the creation of data right in the application to print a complete set of elements both graphic and textual, including standard barcodes, which creates the opportunity to track the file system in the future. Utilizing such a comprehensive solution on the front end also creates opportunities and cost saving methods in taking the record set to storage or out to scan.
File Label Software
Unfortunately, many file label applications are outdated, clunky, not user friendly; or require the installation of risky dependencies that your IT department will balk at, including:
ActiveX
Because this technology has virtually unlimited access to your computer once you enable it, many of the most dangerous viruses and spyware programs have been deployed by malicious attackers in the form of ActiveX controls. Because the risks outweigh the benefits, many IT departments have developed a policy of completely disabling it.
Java Runtime
Oracle’s Java Runtime Environment or JRE has fallen victim to systemic security issues. Even if a user has it installed, modern web browsers actually disable it by default to mitigate against the tremendous security risks to the local system and the network.
.NET Framework
Along with ActiveX, this technology is only available on Microsoft Windows. The framework requires constant maintenance and precludes the use of mobile devices running iOS or Android.
Some application providers have yet to make the move to the web, and are stuck on desktop applications. Individuals licensing costs and lack of flexibility makes this type of application outmoded and obsolete. Ideally, a label application should be deployed on the web for use anytime, anywhere. Some providers have already made the leap to modern, standards compliant web applications which work on any device or operating system, require no risky dependencies and feature a modern, simple and easy-to-use interface.
RFID
RFID (Radio Frequency Identification) is a cutting edge technology used to track and identify everything from retail products to file folders. RFID presents many benefits if your filing system is going to transfer out to remote locations or various offices in your organization.
For those utilizing RFID systems in high volume and high use environments, the time spent printing and commissioning labels can be enormous and the costs can mount quickly. Ideally, pre-printed RFID labels should arrive at your location in order and commissioned with the file data linked to the RFID device for immediate deployment in your active filing system. This can dramatically reduce the time, effort and cost of maintaining the RFID system with a reliable outsource solution.
Why File Label Express?
File Label Express was designed and developed by records management professionals to bring a high quality and responsive web solution to your filing requirements. We are the low cost provider for color coded file labels and print services.
Are you in the market for a filing system, or are you still relying on your office supply provider, filing system dealer or RMS software provider for file label and tracking solutions? We provide a factory direct option for label creation with our own proprietary technology, dramatically cutting costs. Our labels are manufactured to exact specifications. Our position as a large volume provider allows File Label Express to offer labeling technology and label stock at wholesale prices.
File Label Express…
- is user friendly
- has no risky dependencies
- requires only a modern browser
- is device and OS agnostic
- uses the latest technology
- is affordable
Contact us today for a free consultation.