Filing Systems: The five components to success,

part 1
Posted by TAB on Monday, August 12, 2019

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This blog series highlights the components of a successful physical filing system. In part one
we’ll introduce the concept of a complete filing system and take a look at the first three
components, including storage equipment, containers and coding. Later, in part 2, we’ll look at
the final two components which are file management tools and implementation.

Filing is much more than a collection of folders and labels. To be able to recognize your records
management program as a benefit that keeps you efficient and saves you money, you need a
complete filing system that supports the entire lifecycle of a record.

Download our guide to learn how to organize your filing system

»

Lifecycle of a Record
Before we get any further, let’s define what the ‘Lifecycle of a Record’ is. A records “lifecycle”
refers to the stages it goes through from creation to destruction. There are various depictions of
this lifecycle but generally they all include the following:

— Creation. General practice states that once there are at least five documents pertaining to one
“item”, it’s time to create an individual record for it.
— Usage. Refers to the organization and set-up of a system. Should be done so that it
complements the way the information will be used.
— Maintenance. Handling the transfer of information. This phase includes activities such as
filing, retrieving, use, duplication, printing, and dissemination.
— Retention. Active or inactive, a schedule should be in place to control what to do with a
record.
— Preservation. If the long-term future of the record does not warrant being destroyed, it
should be preserved in a manner that will maintain the integrity.
— Final Disposition/Destruction. There should be proper procedures in place to “destroy”
critical documents and duplicates. This may include straight-cut shredding, cross-cut shredding
or pulping.

Now that your familiar with the different stages of a records lifecycle, it’s time to discuss the
five components that make-up a complete filing system so you can properly manage those
records.

1.0 Storage Equipment

The proper storage equipment can help you speed filing and retrieval time, increase operational
efficiency, improve space utilization and reduce storage costs.

Where possible, utilize equipment that can support end (or side) tab filing.
— In comparison to a traditional top tab folder, an end tab folder combined with open shelving,
dramatically decreases the amount of space needed.
— The combination of improved labeling and high-density storage makes end tab folders better
suited where frequent file retrieval is necessary.
— End tab filing supplies are offered in a variety of materials, sizes and weights and are easily
customizable.

Choose storage equipment based on location, file volume and how often files need to be
accessed.
— Cabinets. An ideal solution where accessibility, space and security are issues. Space usage
improved by up to 82% compared to traditional filing equipment.
— Shelving. Designed for high-density filing environments that require immediate access to a
large number of files within a limited space. Space usage improved by up to 140% compared to
traditional filing equipment.
— High-density mobile shelving. Mobile systems maximize space utilization by eliminating
aisles and compacting several storage cabinets or shelving units into a much smaller amount of
space. Ideal for a centralized filing environment, mobile systems are available in many options
depending on volume, retrieval frequency and security. Space usage improved by up to 339%
compared to traditional filing equipment.

2.0 Containers
Container is just a fancy word for folders and/or pockets. They serve three basic purposes, house
and identify documents, support and protect documents and organize information for quick and
easy retrieval.

File folders also come in a variety of types. The three basic types are side tab (preferred for the
reasons listed above), top tab and 2 tab. They  are manufactured in a variety of sizes and paper
stocks:

— Manila. The most popular choice for a majority of folder applications. Manila folders are
smooth and resist tearing.
— Colored. Great for quick identification. Color speeds filing and retrieval time in any system.
— Pressboard. Most durable material in the industry. Available in three grades (type 1 colored
pressboard, type II green/grey pressboard and type III low-density pressboard).
— Expansion. Allows you to store multiple records within the same container.

Many records managers prefer custom file folders. These specialized folders are designed to
meet your exact filing standards and employee needs. There is no limit to what can be done to a
custom folder.

3.0 Coding
Coding includes labeling, organizing and file sequencing and is the process which helps you
identify where your records are and how to find them quickly.

Labeling. The first color-coded labeling file system was launched by TAB and allowed people
to find their information 40% faster than typical filing systems. Whether your files are
categorized alphabetically, numerically, or alphanumerically, color-coded filing systems allow
for a foolproof organization of files. Depending on your specific needs, there are three main
types of labels available, hand-wrapped, factory-printed and software generated strip labels
software.

Organizing. Records should be organized using a functional classification scheme. The more

logical and intuitive the classification system is, the easier it is to find what you need. Start by
placing records into groups or categories. These categories are then broken down into
subcategories, and a standard set of naming conventions and file codes are developed to describe
these structures. This might sound like a daunting task, but we already have resources available
to help you get started. Download our six simple tips for file classification guide or read part
1 and part 2 of our blog on the topic.

File Sequencing. Each color-coding system has a numerical limit. Specifically, each system can
only support a certain number of files before collapsing. In the case of an alphabetical color-
coding system, there are only a certain number of combinations one can create from 26 letters as
part of a three-bar alpha system.

Here is a summary of each major filing systems’ capacity:

 — Alpha = 1,000-2,500 folders in a system
— Alpha Numeric = 1,500-20,000 folders in a system
— Numeric = 10,000-80,000 folders in a system
— Terminal digit = 40,000-100,000+ folders in a system

Now that you’ve seen for yourself that filing is much more than a collection of folders and
labels, stay tuned for part 2, where we will discuss file management tools and implementation.

Next steps

— Check out our guide: Six simple tips for file classification
— Download our catalog to see what we have to offer
— Have questions? Reach out to a filing expert
— Stay tuned for part 2…

OnRecord

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