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Optimize Operations with File Storage Solutions

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Optimize Operations with File Storage Solutions

TrackingSystemsIoT brings 35+ years of experience successfully designing and implementing efficient filing systems, with Certified Records Manager on staff to help you optimize records management operations.

The best predictor of future success is prior performance

Sturdy file folders with top or side tab

  • File folders should be sturdy so that they do not bend and flop when in use, risking damage to or loss of documents from within the files
  • Folders should have an extended tap along the top or the sides of folders so that file folder index information is quickly visible to staff without having to pull folders from drawers or shelves to read the fronts of folders
  • A wide variety of file folder materials, colors, sizes and accessories (file pockets, document fasteners, document dividers, etc.) are available to provide most efficient operation and user-friendly usage

File Storage
File Storage

Sturdy file folders with top or side tab

  • File folders should be sturdy so that they do not bend and flop when in use, risking damage to or loss of documents from within the files
  • Folders should have an extended tap along the top or the sides of folders so that file folder index information is quickly visible to staff without having to pull folders from drawers or shelves to read the fronts of folders
  • A wide variety of file folder materials, colors, sizes and accessories (file pockets, document fasteners, document dividers, etc.) are available to provide most efficient operation and user-friendly usage

File Storage

Organizing documents within folders

  • It should be fast and easy for staff to place a document at the right place within a folder or to easily retrieve a needed document
  • Special extension clips and other file folder fasteners enable staff to only handle a single document at a time and always in exactly the right place without ‘unthreading or rethreading’
File Storage

Organizing documents within folders

  • It should be fast and easy for staff to place a document at the right place within a folder or to easily retrieve a needed document
  • Special extension clips and other file folder fasteners enable staff to only handle a single document at a time and always in exactly the right place without ‘unthreading or rethreading’

Document index tabs (dividers)

  • Documents are typically grouped by document-type within file folders
  • Organize documents by placing index tabs in folders with document type printed on the colored index tabs
  • Keeps documents organized, in the right place and easy to place documents in or remove from folders
File Storage
File Storage

Document index tabs (dividers)

  • Documents are typically grouped by document-type within file folders
  • Organize documents by placing index tabs in folders with document type printed on the colored index tabs
  • Keeps documents organized, in the right place and easy to place documents in or remove from folders
File Storage

Color-coded filing

  • Each digit 0 through 9 and alpha character A through Z is assigned a unique color
  • By have labels with the key index digits or characters color-coded, such as file name or file #, filing processes are dramatically faster
  • Color-coding enables visual versus cognitive filing
  • Putting folder in wrong place creates an error in the flow of color, preventing and identifying misfiles
File Storage

Color-coded filing

  • Each digit 0 through 9 and alpha character A through Z is assigned a unique color
  • By have labels with the key index digits or characters color-coded, such as file name or file #, filing processes are dramatically faster
  • Color-coding enables visual versus cognitive filing
  • Putting folder in wrong place creates an error in the flow of color, preventing and identifying misfiles

For top quality filing systems and records management, learn more about TrackingSystemsIoT

Folder label printing system

  • FileTrackerIoT computerized label printing system that enables printing single labels or batches of labels for new or volume folders being added to the system

  • One or multiple labels can be printed for each folder
  • Labels can include color-coding, text fields, barcode and/or RFID
File Storage
File Storage

Folder label printing system

  • FileTrackerIoT computerized label printing system that enables printing single labels or batches of labels for new or volume folders being added to the system

  • One or multiple labels can be printed for each folder
  • Labels can include color-coding, text fields, barcode and/or RFID
File Storage

Side tab color-code filing systems

  • The most efficient method of filing is side tab color-code folders on open (library style) shelving.
  • Folders pulls and refiles are extremely rapid because staff quickly memorize colors, scan bands of color visually and immediately go directly to the file they require
  • Color-coding establishes bands of color to prevent staff from placing a folder in the wrong place and if folder is in the wrong place, the colors clash which makes misfiles immediately visible
  • Color labels can be included in label designs based on file type, year, department or similar designations

Side tab color-code filing systems

  • The most efficient method of filing is side tab color-code folders on open (library style) shelving.
  • Folders pulls and refiles are extremely rapid because staff quickly memorize colors, scan bands of color visually and immediately go directly to the file they require
  • Color-coding establishes bands of color to prevent staff from placing a folder in the wrong place and if folder is in the wrong place, the colors clash which makes misfiles immediately visible
  • Color labels can be included in label designs based on file type, year, department or similar designations

Manual file checkout with out guides

  • Out guides are typically made of a plastic material and have a pocket for holding pending documents and another pocket for holding a charge-out slip
  • If person goes to retrieve a file that has been removed, any new documents will be in a pocket and they can read charge-out slip for the file’s location
  • The color of the out guide can be used to designate a date removed, such as red = January, blue = February, or to indicate a file’s location such as orange = Contracting and purple = Personnel.
File Storage
File Storage

Manual file checkout with out guides

  • Out guides are typically made of a plastic material and have a pocket for holding pending documents and another pocket for holding a charge-out slip
  • If person goes to retrieve a file that has been removed, any new documents will be in a pocket and they can read charge-out slip for the file’s location
  • The color of the out guide can be used to designate a date removed, such as red = January, blue = February, or to indicate a file’s location such as orange = Contracting and purple = Personnel.
File Storage

Top tab color-coded filing

  • Departmental and personal files are often stored in drawer cabinets, like lateral or vertical file cabinets, typically utilizing top tab manila or hanging folders
  • Top tab manila style folders can be labeled along the top tab, whereas hanging folders can be labeled on a label tab that inserts to the hanging folder
  • Standardizes filing procedures for all staff and files throughout a business
File Storage

Top tab color-coded filing

  • Departmental and personal files are often stored in drawer cabinets, like lateral or vertical file cabinets, typically utilizing top tab manila or hanging folders
  • Top tab manila style folders can be labeled along the top tab, whereas hanging folders can be labeled on a label tab that inserts to the hanging folder
  • Standardizes filing procedures for all staff and files throughout a business

Would you like to improve your records management practices and filing systems?









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    Discover Effective File Folder Storage Solutions for Your Office

    Open shelving

  • Open shelving enables higher storage cabinets versus lateral or vertical file cabinets
  • The shelving has less depth versus the depth of lateral or vertical file cabinets
  • There are no drawers that require wasted floor space
  • Open shelving enables more files in less space and faster, easier filing





  • 360˚ rotary files

  • Cabinets are placed back-to-back and can be turned from one side to the other so that more files can be placed in less floor space
  • Cabinets can be turned so that their sides are showing and the files are not visible, and can be locked to secure and restrict access to files








  • Slide-a-Side space saving shelving

  • Shelving units can be placed on carriages with wheels and placed on a platform with rails, so that front rows of cabinets can slide left-or-right to access rear cabinets, so more files are in less space
  • There can be many shelving units along the back, and one less in front rows, typically 2 or 3 rows of shelving units front-to-back


  • High Density compact shelving

  • Compact shelving provides the maximum # of file storage capacity in the least floor space.
  • Shelving units are placed back to back forming two-sided shelving ranges that can be up to approximately 25+ shelving units deep…so…75’+
  • Shelving is placed on metal carriages on wheels that slide on rails in special flooring
  • Eliminates unnecessary aisles to maximize capacity
  • Compact shelving available mechanical or electrical
  • Color-code label printing system

  • Software enables input of file index information, or import data from a spreadsheet or backend software to print labels for new folders and volume folders
  • Labels can include color-coding, barcode, text fields and/or RFID ‘all in one’
  • Optimizes filing system efficiency and eliminates the need to place multiple labels on a folder – only one label is required and includes everything needed for efficient filing




  • File Tracking Systems

  • Enhance records management by establishing a database of all of your records and archives
  • Supports barcode and/or RFID tracking technologies
  • Manages file and archive life-cycles and retention management
  • Maintains a complete audit trail history of all aspects of a files usage from origination through final disposition






  • Slide 1

    Project included physical audit of all documents, files and boxes at all sites, sorting of documents based on contract # and centralizing the documents within unitized, side tab folders with color-coding of the digits of the contract #. Also labeled folders with RFID tags and implemented mobile RFID scanner to enable rapid file inventories and for finding needed/missing files.

    National Oceanic & Atmospheric Administration
    Slide 2
    U.A.E. MOI Department of Civil Defense

    The Department of Civil Defense is a 2-story building in Dubai with two (2) ground floor entrance/exits and hallway wings to the left and right of the elevator and stairwell in the building’s center. Project included placement of RFID labels on personnel folders to enable quick check-in and check-out, and to trace and find files throughout the facility. Installed twelve (12) RFID file detection zones along hallways on both floors. Installed RFID antennas and alarms at building exits to prevent unauthorized file removals.

    Slide 2
    Johns Hopkins Medical Center

    Implemented file management and tracking software with color-coding of patient records based on the first three (3) letters of the patient’s last name for visual filing and to prevent misfiles. Folder labels also include barcodes enabling fast, accurate check-in and check-out and to inventory files-in-circulation each morning. System prints file location reports posted on bulletin board so staff know where files are located.

    Slide 2
    Canada Supreme Court

    Often when cases are in active hearings, new documents will be received by the Court for folders that are already in-circulation. System provides document/folio labels for these ‘hot documents’ that are placed on reusable index cards and clipped to the folio/document so the documents can be tracked until the folder is located for the placement of the documents. Implemented RFID/mobile scanner so that files can be traced throughout facilities and missing/needed files and documents can be quickly located.

    Slide 2
    Botswana Ministry of Infrastructure and Housing

    Converted documents from thin paper file jackets with string fastener to sturdy manila side view folders with special fasteners that enable removing of documents without having to unthread and rethread other documents. Placed RFID, color-coded labels on files for visual filing. Implemented mobile scanner to trace files daily and find needed files. Installed twenty (20) RFID detections zones along hallways and at file room doorways for real-time file tracking.

    Slide 2
    BankUnited

    BankUnited had a self-developed file tracking database that was failing and at was at urgent risk of complete failure. Project was fast-track 3-week duration that included customized loan management database, export of data from old database to new database, and integration with the bank’s core processing systems for import of new loan records. Implemented color-coding based on Loan # and mobile RFID scanner to inventory and find files.

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    Slide 1
    National Oceanic & Atmospheric Administration
    Slide 2
    U.A.E. MOI Department of Civil Defense
    Slide 2
    John Hopkins Medical Center
    Slide 2
    Canada Supreme Court
    Slide 2
    Botswana Ministry of Infrastructure and Housing
    Slide 2
    BankUnited
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