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Join Our List
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Greetings!
It was a pleasure to see many of you again, as well as so many new faces, at
this year's 2008 RACO show. We hope the show was a productive use of your time
and have included the information below, hoping it will be insightful for you.
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Professional Business Services
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 File Room Conversions
Hundreds of
our clients have greatly profited by migrating from traditional filing cabinets
to an open shelf file room and automated color-coded label printing. Realized benefits include:
- space
savings
- maximized storage capacity
- additional room for personnel
- growth accommodation
- operations consolidation
- improved workflow and
productivity
- reduction in supply inventories
- misfiling prevention
- unauthorized access control
- clutter elimination
This organizational change,
enabling our clients to streamline their paper processes, greatly increases
filing efficiency. Research shows that more than 90% of all information is
still produced on paper and that these documents are the lifeblood of a
company. One way to improve the efficiency and accuracy of accessing and retrieving files is by applying color
coded labels. Reflecting the advantage of color vs. text recognition, color-coding has been
tested and shown to improve efficiency up to 50% in a typical file room.
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Color-coded Labels
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Once the open-shelving
architecture has been designed, proper folder labeling is paramount in
establishing an efficient file room.
Instead of being handwritten or typed, file information should be data
entered and printed to self-adhesive color labels as displayed in the examples
to the left. Additionally, label
placement upon folders should be changed from top to side-tab.
Though common in business practice, top-tab labels are difficult to read on a file
folder, especially for those folders placed on the higher-level shelves in an
open-shelf system. You may choose to
employ an entire new stock of side-tab folders or alternately, implement
filebacks into your existing supply of top-tab folders.
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Filing System
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Finally,
choose the most appropriate filing scheme (as described below) for your
specific business requirements.
Depending upon file room layout, quantity of files, estimated growth, and disposition requirements, Infolinx staff will work with
you to architect the most efficient scheme.
Alphabetic: An
alphabetic scheme reflects the arrangement of records and documents according to the name of a person, name, products, company or some
other business-specific entity.
Simplifying retrieval through consistency in filing is the alphabetical
filing rule.
Straight Numeric: Numerical filing is the arrangement of records and documents according to a number or combination of numbers. It is preferred for record sets lending
themselves to identification and sorting based upon a numeric, as opposed to
alpha, value of each record.
Terminal Digit Numeric: Terminal digit
schemes virtually eliminate the need for back-shifting of files by utilizing an
even distribution of digit groupings based upon a business-specific numeric
value. Often, the last two digits of a numeric value (e.g. SSN) are used to
create 100 distinct groups (00-99).
This is known as a primary terminal. Sometimes, each primary
terminal is further divided by another digit grouping (e.g. positions 6 and 7 in an SSN) creating 100 groups within each
primary group. This is called a secondary
terminal. Organizing files by the
above primary and secondary terminals results in a filing system of 10,000 (100
x 100) equal distributions.
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Thank you for your interest in Infolinx. We hope to see you next year at RACO's 2009 conference!
To find out more about Infolinx professional business services, please visit our website or call at 1.800.251.8399.
Sincerely,
Infolinx System Solutions
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