Aug
14
Get Organized – Colour Code Your Files

If you are struggling to organize your documents, explore colour code to streamline your office filing system. We recognize objects more quickly when they are associated with colour. Below are a few suggestions on how to use different types of colour code systems:

Colour by letter – Alphabetical Filing System

This is the most commonly used filing system. The main reason is the familiarity and comfort level. We all know our ABC’s. The most common files sorted alphabetically are by client, surname or business. Medical files use this method extensively.

Colour by number – Numeric Filing System

Numbers create a quick retrieval system. This method works best when you already have established a sequential numbering system. Our brains recognize the pattern instantly with numbers. 1, 2, 3…….

Colour by digit – Terminal Digit Filing System

Documents are classified by subject headings and further broken down into sub-headings assigned with different keywords for each section.
A few examples

A1 Accounts (Keyword Heading)
A1 1 Assets (Keyword sub-heading)
A2 Advertising (Keyword Heading)
A2 1 Yellow Pages (Keyword sub-heading)

Colour by Maps – Geographical filing

This method generally operates by province or country using maps. Map legends have been using colour code for decades to locate destinations.

File by Date – Chronological filing

The most common and practical use of this system is in transportation. The biggest advantage is for cross-referencing bills of lading, freight billing and for banks, cancelled cheques.
Before executing any filing system you need to have a plan of action. Think long term to suit your specific needs and comfort level.


Elizabeth Densmore

Elizabeth Densmore is the owner of Office 2 Office Business Solutions in West Kelowna, BC. Office 2 Office Business Solutions offers a range of office efficiencies for your small business to operate at top capacity by introducing the tools, training and strategies to become more effective and productive. Elizabeth provides the guidance to streamline systems that accelerate, organize and simplify everyday processes.

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