Color Coding Your File Folders

An article by Carl    No Comments

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 (numeric file folder labels) and a color for each letter A through Z (alphabetic file folder labels) to aid in filing and retrieval of all types of hard copy files. By putting these colors (letters, numbers and designators) in a particular position on a file folder, file pocket etc., a color/block pattern is formed. When these patterns of color are broken, a misfile has occurred.

In retrieving a file folder, color recognition speeds lookup time. It also saves presorting time and speeds up filing time. Color coded filing can reduce filing and retrieval time 50%. Approximately 75% of every dollar spent in filing areas is people time; therefore, color coding can save as much or more than 33% of the money that is now spent on your present non-color coded files.

Misfiles are virtually nonexistent in color coded files because of the ease of spotting a file when it is out of order. Memorization of colors is not necessary; the color works as a flag which identifies position or meaning in a file sequence. Color coding need not be complicated and can be applied to almost any filing situation. Color coding can also be used in areas other than numbers and letters. Colors can be given to designate whatever happens to be most significant in segregating particular files from each other. The following examples or formats are not rigid- they are simply common usage of color coding in shelf/lateral filing and also can be used in drawer/vertical files.

A good color code system can work for your filing system, and in most cases pays for itself in less than a year, due to the time saved in filing and retrieval with no misfiles. Since most files are filed in one of the demonstrated examples, you can easily adapt your file situation to color coding, or a file consultant can identify the best system for your particular file with the use of some of the typical illustrations mentioned. With a file folder, file pocket, suspended file, etc., and an assortment of color code labels with tabs, almost any file can be a color coded file system.