Frequently Asked Questions
Why Use a Colour Code Filing System?
Why Alpha Filing?
Why Numeric Sequential Filing?
Why Numeric Terminal Digit Filing?
Why Subject Filing?
Why Lateral Filing?
Why use Miscellaneous Files?
How to Reduce Costs Associated With Filing
How to Save Space Taken Up By Filing
Who Uses the AusRecord Colour Code Filing System
Is relocating a problem?
Why Use a Colour Code Filing System?
Colour Coding segments the total volume of files into
separate and easily identifiable groups by colour. Therefore, by
identifying one particular colour, all the files within different
colour groups are instantly eliminated from the search. An important
added advantage is that a file from one group of files (or colour)
cannot accidentally be placed in the wrong group without an obvious
colour-clash occurring.
Why Alpha Filing?
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Alphabetical indexing is generally used where the criterion
is relatively simple. Take for example, a medical centre with
many files stored in accordance with the patient name. In
this instance, (depending on the volume of files), one could
index by the first letter of the surname using Colour Code
Labels, thus dividing the files into twenty-six separate colour
groups. Therefore, only one twenty-sixth of the total volume
of files is searched at any given time. If the total volume
of files is great, the first three letters of the surname
can be used and possibly the first letter of the first name. |
Why Numerical Sequential Filing?
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This is used when files are created in sequential order and
are coded with Single Number Labels. As each number is a unique
colour, the total volume of files is divided into ten groups
of colour. In turn, each group is divided into ten colours
and so on. This continues until a specific file is found by
colour and cannot be misfiled into the filing system without
a colour-clash occurring. |
Why Numeric Terminal Digit Filing?
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This style of indexing is used where files are
created sequentially, but are stored in accordance to the
last two digits of the number. This is done because in a sequential
system, all new files are placed at the end of the filing
system. Culled files are being removed from the beginning
causing congestion at the end and holes at the beginning.
A Terminal Digit System is set up by dividing
the available filing space into one hundred, equally sized
sections, numbered from 00 - 99. Files are placed into these
boxes according to the last two digits of the file number
and filed numerically within that box according to the hundred
and then the thousand. |
This allows files to enter the system evenly i.e.
for every one hundred new files, one will go into each box and culled
files will be removed from random boxes.
A Three Terminal Digit System is recommended for a
volume of files exceeding ten thousand. This is set up by dividing
files into one thousand boxes (sections) numbered 000 - 999. The
files are stored according to the last three digits of the file
number.
Why Subject Filing?
This style of indexing is used when there is a requirement
to store documents according to the subject matter of the document,
as opposed to the source of the document. For example, a letter
received by a Town Council, complaining about noise, will need to
be stored under "Noise Complaints" rather than "Mr.
Smith's complaint". This is achieved by creating broad categories
of documents (ten or less is recommended).
For example:
For this system to function, a file manual is created listing
broad categories, sub-categories and individual files
For example:
FILE CATEGORY SUB- FILES
REF. CATEGORY
A1 Accounts (Misc.)
A1 1 Assets
A1 2 Banking
A1 2 1 Bankwest
A1 2 2 ANZ
A2 Advertising (Misc.)
A2 1 Yellow Pages
A2 2 West Australian
A2 3 Flyers
H1 Human Resources (Misc.)
H1 1 Anderson Julie
H1 2 Andrews Ann
As this system allocates a unique file reference for
each file, it is possible for members of staff to write the file
reference - therefore anyone can use the system.
Why Lateral Filing?
Lateral filing allows for the use of height, therefore
increasing the volume of documents able to be stored in a given
space. As Lateral Cabinets do not have Drawers to pull out, only
half the depth of floor space is required. Therefore, by converting
to Lateral Storage, twice the height can be used whilst reducing
the floor space to half.
Why Use Miscellaneous Files?
Miscellaneous files are a good idea when used as a
holding zone for documents. i.e. Documents received, being stored
for a short time or documents not important enough to create a new
file. Setting up a Miscellaneous System, involves placing one "Miscellaneous"
file at the beginning of each letter section in an alphabetical
system, or at the beginning of each Broad Category in a Subject
System. They can be coloured differently to all other files, so
as to highlight the beginning of a new section.
How To Reduce Costs Associated With Filing
If traditional filing methods are being used involving
a file folder being placed within a suspension pocket (in a Drawer
cabinet or shelving), by converting to lateral colour code files,
you automatically merge the file-folder and suspension-pocket into
one unit. The cost of one Colour Coded File, is generally substantially
cheaper than the combined cost of the file-folder and suspension-pocket.
How To Save Space Taken Up By Filing
or....
Ausrecord can replace your conventional 4-Drawer Filing Cabinets with either AusRecord Static Shelving,  units or Tambour Door Cabinets - all of which offer more efficient filing of documents with improved accessibility.
Together with AusRecord's highly effective colour-coded labelling system this will ensure:
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up to 60% cheaper than conventional hanging pocket methods
of filing; |
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much clearer to see, read and operate, vastly reducing filing
and finding time; |
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elimination of misfiling problems; |
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vastly improved utilisation of available floor/office space,
thus reducing company overheads; |
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overall professional appearance of the system and improved
office presentation. |
Who Uses the AusRecord Colour Code Filing System
The AusRecord system will suit all and every business,
from the single person operator to major corporations and Government
departments.
This system can be used in any filing cabinet system,
but is especially suited with lateral filing solutions to static
shelving, Tambour units or Compactafile type cabinets.
AusRecord have worked with clients to develop systems
especially suited to their needs, these clients include;
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medical practices |
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financial institutions |
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insurance brokers |
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government departments |
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engineers |
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real estate agents and property managers |
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mining companies |
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lawyers |
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accountants |
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city and shire councils. |
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Is relocating a problem?
If you relocate your business your AusRecord , Dexion Compactus, APC Aislesaver or Brownbuilt Maxtor can go with you. You can relocate your existing unit and compliment it with additional sections to maximise your office efficiency. AusRecord specialises in relocating all types of mobile and static shelving systems.
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