Optimizing Your Physical Records

Make it easier to organize, access, store and share them | Part Two

1. Standardization of Supplies

2. Space Optimization

3. Getting Ready for Digital

In part one of our review on how to optimize your physical files, we covered classification, centralized file collections and file tracking

software. In part two, we’ll discuss:

Standardization of Supplies

Think about stop signs…no matter where you are in the world, if you are driving and

you come to a red octagonal sign in

the road, you stop, because you know

what that color and shape mean.

The same philosophy applies for your physical records. If everyone uses blue files for a certain kind of A/R report, and yellow for invoice files, then it is easy to find those files in room full of other files, on someone’s desk, etc.

It also makes it easier to avoid and spot filing errors. You are less likely to file a blue folder in theyellow invoice folder section, and if you saw a blue file in a section of yellow files, you’d know it didn’t belong there.

Folder Color

Color-Coded LabelsYou can also take that logic and extend it to things like color-coded labels and a color-coded filing system across the organization. Consistent use of color-coded file labels make it easy to spot misfiles.

End-tab folders

By making the standard folder in your organization an end-tab folder, you can fit more folders into a smaller area, making it much easier to find what you are looking for.

Because they are designed to hold labels on the side rather than the protruding tab featured in many top tab folder designs, they eliminate the need for pull-out drawers or shelves, as well as the cumbersome hanging folders that take up so much space in many filing systems.

And because it is not necessary to have the top of the folder at eye level, end tab folders allow files to be stored at a higher position while still keeping label information perfectly readable, which can save space.

Space Optimization

Right now most records managers are trying to store more material in less space. Making sure your storage space is maximized plays a big part in the success of managing your physical records, obviously.

There is no single way for records management to address the problem of storage space. What is needed is a comprehensive, total solution that incorporates RM program tools, smart product choices, and alternate storage services.

Together, these space program elements work on two levels. First, decreasing materials kept in the office by:

1.Legally disposing of official records once no longer needed.

2.Destroying any non-record ‘junk’ that has no real requirements.

3.Finding a cheaper location for inactive records.

Secondly, for records which must remain in the office, the key is to store as many records in as little space as possible. That’s where

space efficient filing design comes in.

Before: Static

Shelving

After:

Mobile Shelvin

g

Consider the following equipment and supply

options versus their more traditional counterparts:

End tab folders• Shorter folders

increases number of usable filing rows

• Sits upright without bulky hangers

• Labels visible from greater range of heights (especially with color-coding)

Lateral Filing• Vertical pull-out

drawers occupy as much floor space as the actual cabinet

• No pull-outs even needed in lateral/end-tab design

Mobile Shelving• Replaces

multiple aisles with one ‘movable aisle’

• Space previously used as aisles now used for storage

Getting Ready for Digital

Optimizing can files can make a big difference in any RM program, from making it easier to find files to saving money on the space needed to store them.

But there is also a hidden benefit. If your physical files are optimized, it is much, much easier to convert them to electronic format.

At its simplest, it makes finding and sharing information way more efficient, and more and more organizations are getting on board with conversions.

The conversion process can be a

real challenge, but when you know where everything is, it is easy to find what you need, and you aren’t storing things you don’t need, then you are in a great position to make your conversion process a whole lot smoother.

The benefits of electronic files are huge and well documented.

For more tips on optimizing your physical file collection,

take a look at our Efficient Paper Filing Toolkit:

http://www.tab.com/Resource/Toolkits/Paper-Filing/

Thank you!