How Colour Coded Filing Systems Can Help
Filing systems provide essential organisation for any business today. Whether you’re handling large volumes of paper or want to better manage a small number of operational documents, the right filing system can be transformative. A colour coded filing system is a quick and simple opportunity to upgrade the way that physical files are handled within the business – and you don’t need a system overhaul in order to introduce it.
Why colour coding is effective
The best filing systems enable items to be found and retrieved quickly and efficiently. Colour coding has a lot to offer here, especially as many people are able to recognise and process colour much more quickly than they can read text. Assigning colours, instead of relying on text descriptions, can help to improve the speed at which your filing system operates.
There are also efficiency benefits when it comes to instantly being able to identify groups and clusters and organising the paper files you have. Plus, it’s almost impossible to misfile items when you’re using a colour coded system – you will instantly be able to see if something is in the wrong place. As a result, the opportunities for documents to be lost, or information misplaced, are minimised with a system like this.
The non-paperless environment
Although some offices and workplaces today are going paperless to a certain extent, it’s highly unlikely that many will achieve this 100%. So, for most, that leaves the challenge of paper. In fact, there are many advantages to retaining paper storage for data and documents, including that paper is often simply the best choice, for example where items need to be physically marked up or notated.
Surprisingly, paper can also be more secure than digital data storage, especially as data hacks are increasing in frequency – it’s much more difficult to get to securely stored paper files than to hack into a digital system. There is also no risk of file corruption with paper files and paper can be completely destroyed whereas digital files will always leave some kind of trail behind.
Getting started with colour coded filing
Whether you’re making a proactive choice not to switch to a paperless environment, or you’re simply looking for a better way to handle physical files, colour coding has a lot to offer. It’s very simple to get started when it comes to organising your paperwork in this way.
The goal of colour coding is always to be colour-purposeful, as opposed to colourful, so start by identifying major categories or groupings of information among the papers you’re seeking to organise and then assigning a specific colour for each. For example, you might opt for green for a specific type of document (e.g. a chart or numbered form) or yellow for a certain client.
Colour coded filing systems can help to improve organisation, minimise the potential for mistakes and increase efficiency when it comes to handling paperwork. If you’re looking for a cost effective way to upgrade an existing filing system, colour coding is a great choice.
Get in touch with Randex today for all your filing needs.