Color: Being Visual is Natural
In anatomical illustrations, you see the brain’s visual system, where the optic nerve is actually 25 times faster than the audio nerves. No matter the processing style you depend on, 90 percent of the sensory perceptions received by your brain are visual. This is undoubtedly why color coding works.
A color code filing system is essential to a good central file room. It helps users retrieve and file records by color indexing each record. This color index guides users to files and also helps potential misfiles stand out as they break a rhythm of color.
Color coding systems are usually configured for alphabetical or numeric filing systems in smaller offices, and then in terminal digit filing systems in file rooms with more than 10,000 records. A good color coding system will not only help eliminate misfiles but also help prevent possible back-shifting of records that occurs in file cabinet systems as filing systems grow in size.
Color coding is the assignment of color to a number, letter or particular item that shows meaning. In filing, we assign a color for each number 0 through 9, and a color for each letter A through Z to aid in filing and retrieval of all types of hard copy. By putting these colors (letters, numbers and designators) in a particular position on a file folder, file pocket, a color/block pattern is formed. When these patterns of color are broken, a misfile has occurred.
Brands that Support Color Coding
In particular, Automated Solutions Association, File Solutions and Filing Systems pride themselves in providing solutions to problems, including designing systems away from file cabinets, getting all of your files into one centralized filing system.
Advantages of Special Color Coding
* The brain is instinctively visual in nature. In workshops, even at 50 feet you can see there are three different manila files as you hold them up. It’s the magic of color - that 1/8-inch wide 3-inch long strip of color on the labels is enough to do it. It’s a clear demonstration of how much difference color-coding can make in helping you quickly find something.
* Color code filing can reduce filing and retrieving time by 50%, and save as much or more than 33% of the money that is now spent on your present non-color coded files. A good color code system can work for your files, and in most cases pays for itself in less than a year due to the time saved in filing and retrieval without misfiles.
* What’s the only part of a filing system that you can actually see? The top tabs on the hanging and interior files. That’s why you don’t need to use solid-color folders to color-code your drawer files, only for Action files that you keep on top of your desk.
* The key to color-coding is consistency. Once you "substitute" (or stop using) color labels and matching files in your office, it’s chaos all over. Because you’ve re-created disorder, you’ll never be sure if it’s really a "blue" project or not. Don’t pick Parisian Lavender for file label color-coding. If you use them up and the label color isn’t trendy this year - there goes your system.
* Use of primary colors (red, blue, green, and yellow) and black and white is best - they’ll be printing those labels next year for sure. Keep one hanging file filled with blank manila files and some of each of your colored labels in the front of the file drawer closest to you at your desk. That way it’s fast and easy to make up a new color-coded file.
* Files can be removed when they become too old and inactive to take up active file space. You can use the less expensive manila files for your Reference, History, and Archive material. This will save you at least half the money it normally costs you to set up a solid color file system.
The Verdict?
No need to reinvent the organizing wheel. There are many products that can help you, but be sure how you’ll use it and where you’ll put it. Otherwise you’re just going to end up with a bunch of brightly colored organizers that you’ve piled more chaos on.
Now you know the techniques and tools you’ll need to succeed with your color-coding office tune-up. Go Forth and Color Code!