Responsive Web Filing Systems

By John Fairfull

Filing Systems

Contemporary business requires an organization to consider not only what a record or asset means now, but what it represents in the future. Companies must deploy a process today and account for it tomorrow across all aspects of their business. Each business serves as a mechanism to provide products and services, as well as a creator of information, to identify effective policies. To be successful, a company must be a responsible custodian of that information. Many organizations struggle with managing documents and records simply because they lack a filing system. Whatever filing system you choose, it must be transparent and easy to use, allowing you to account for every piece of paper with ease. Most filing systems use one of four paradigms:

Alphabetical

In record sets of approximately 3,000, this system works well. It is easy to categorize your records with it. The alpha set relies on the idea that the fundamental and highest order of the record set is a name. In systems that organize vendors or customers, we order the records against the first 3 to 4 letters of the name.

Numerical

The straight numeric system relies on the idea that there is a unique identification number for everything in the system. Numeric filing is an excellent choice for file systems from 3,000 to 30,000 records.

Terminal Digits

These systems are used to maintain large filing systems with high usage metrics and generally accommodate a plan that attempts to predict file placement and shifting by spreading file growth across 100 unique terminal sections. They rarely rely on applying any other data to a label, and the system that requests such information is driven solely by the number, with no other factors taken into consideration.

Color Coded

Color-coded filing systems offer numerous benefits for enhancing the efficiency and accuracy of filing, storing, and managing records. They dramatically reduce the incidence of misfiles and lost files.

File Labels

We use color-coded file labels in complex filing and storage systems. By using these labels, an end-user familiar with the filing system can quickly locate a document, folder, or other content. A fully customizable label printing application provides everything from asset tags to color-coded filing labels, both top and side tabs. Such apps are deployed as standalone applications or integrated with a tracking database to provide a fully accountable tracking system for any item you want to label or track, from a file folder to a laptop computer.

Benefits of Color Coded Filing

  1. Dramatically reduce retrieval times by up to 40%.
  2. Reduces the costs of working with the filing system.
  3. Dramatically reduce the incidence of misfiles. The color code viewed horizontally creates a break in the pattern, causing files to stand out.
  4. With the addition of barcodes and records management software, we can migrate a color-coded filing system into a more comprehensive solution as demands change.
  5. Standard and consistent labeling of all files in the system.
  6. Easily distinguish one file type from another.

For years, filing supply companies and manufacturers have been providing hand wrap elements to create a color code system. While they do give the color code portion, they are both costly and complicated to use. They also lead to creating smaller text labels to provide complete information on the file folder.

Modern, Internet-based file label software not only provides standard color coding but also eliminates the need for small labels to accommodate all relevant text. It can handle uploads of file data or facilitate the creation of data directly within the application to print a complete set of elements, both graphic and textual, including standard barcodes, which creates the opportunity to track the file system in the future. Utilizing such a comprehensive solution on the front end also creates opportunities and cost-saving methods in taking the record set to storage or out to scan.

File Label Software

Unfortunately, many file label applications are outdated, clunky, not user-friendly, or require the installation of risky dependencies that your IT department will balk at, including:

ActiveX

Because this technology provides virtually unlimited access to your computer once enabled, many of the most dangerous viruses and spyware programs have been deployed by malicious attackers in the form of ActiveX controls. Because the risks outweigh the benefits, many IT departments have developed a policy of completely turning it off.

Java Runtime

Oracle’s Java Runtime Environment (JRE) has been compromised due to systemic security issues. Even if a user has it installed, modern web browsers turn it off by default to mitigate against the tremendous security risks to the local system and the network.

.NET Framework

Along with ActiveX, this technology is only available on Microsoft Windows operating systems. The framework requires constant maintenance and precludes the use of mobile devices running iOS or Android.

Some application providers have yet to make the transition to the web and remain reliant on desktop applications. Individuals’ licensing costs and lack of flexibility make this type of application outdated. Ideally, a label application should be deployed on the web for use anytime, anywhere. Some providers have already converted modern, standards-compliant web applications that work on any device or operating system, require no risky dependencies, and feature a modern, simple, and easy-to-use interface.

RFID

RFID (Radio Frequency Identification) is a cutting-edge technology used to track and identify a wide range of items, from retail products to file folders. RFID offers numerous benefits when you transition your filing system to remote locations or multiple offices within your organization.

For those utilizing RFID systems in high-volume and high-use environments, the time spent printing and commissioning labels can be enormous, and the costs can mount quickly. Ideally, pre-printed RFID labels should arrive at your location in order, commissioned with the file data linked to the RFID device for immediate deployment in your active filing system, which can dramatically reduce the time, effort, and cost of maintaining the RFID system with a reliable outsourced solution.

Why File Label Express?

File Label Express was designed and developed by records management professionals to provide a high-quality, responsive web solution for your filing requirements. We are the low-cost provider for color-coded file labels and print services.

Are you in the market for a filing system, or are you still relying on your office supply provider, filing system dealer, or RMS software provider for file label and tracking solutions? We offer a factory-direct option for label creation, utilizing our proprietary technology to reduce costs significantly. We manufacture our labels to exact specifications. Our position as a large-volume provider enables File Label Express to offer labeling technology and label stock at wholesale prices.

File Label Express

  • is user-friendly
  • has no risky dependencies
  • requires only a modern browser
  • is device and OS agnostic
  • uses the latest technology
  • is affordable

Contact us today to schedule a complimentary consultation.

Modernize Your Records. Simplify Your Compliance.

Bring order to decades of paper and digital files with secure, cost-effective records management tailored for your industry.