1. Optimizing Your Physical Records
Make it easier to organize, access, store and share them | Part Two

2. 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:

3. Standardization of Supplies

4. 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.

5. 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 the
yellow invoice folder section, and if you saw a blue file in
a section of yellow files, you’d know it didn’t belong
Folder Color

6. Color-Coded Labels
You 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.

7. 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.

8. Space Optimization

9. 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.

10. 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.

11. 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
Shelving

12. 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

13. Getting Ready for Digital

14. 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.

15. 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.

16. 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!