Page 49 - Information Management 3rd Edition

The following are different types of folders and files: the manila folder, the
lever-arch file, the box file, the concertina file and the ring file.
– Labels – Labels are used to name a file or folder. This name is normally the name that is used in the indexing system and can be the surname of the client, the subject or the number of the file. The information on the label should preferably appear in typed format. Several labelling software packages are available on the market, as well as dedicated electronic
labelling devices.
– Guides – A guide is any type of card used to divide the contents of a file or
folder that serves as a marker and also strengthens the folder. The guide can also be equipped with a reference code on a label. Guides can be divided into primary guides, to indicate the main sections of the file or folder, and
Psecondaryrguides,eto indicat-e the spubsectionsuof the file obr folder. The use of guides facilitates the retrieval of information and documents.
– Cross-reference cards – Sometimes documents can be filed under more than one possible subject. In such a case, the document will be put in the most suitable file, while cross-reference forms are placed into all the other possible places. Such cards consist of a description of the document and the name of the file in which it can be found.
Out-cards
paper that is placed in the place of the document that has been removed. This indicates that there is such a file and that it has been removed. The name of the person who took the file and the date of removal must be written on this form.
–
– These
cards can b
e used
in the form
of a file, g
uide or a sheet of
– Colour coding – The use of colour coding is a very big cost-saving element
copy
Chapter 3 – Managing Information
in filing. Colour coding can be used with practically every system of filing.
The method is as follows: Each number or letter is allocated a colour. Each
figure from 0–9 has its own colour and each letter of the alphabet has its
own colour. It will now be easy to see whether a file fits because colour
blocks are formed.
• Filing equipment
The use of the appropriate filing equipment facilitates the protection of files, the prevention of theft and it also minimises physical strain when retrieving documents. The following points should be considered when selecting filing equipment:
– The equipment should be adaptable – This means it should be changeable
so that it can adapt to different filing needs of the business.
– The equipment should allow for variety – This means it should be able to
accommodate a variety of document sizes.
– The equipment should be accessible – This means it should assist in
minimising the costs of information retrieval by being barrier free and physically easy to operate.
A variety of filing cabinets are available on the market. The business should decide upon the most appropriate filing system and then acquire the most suitable equipment to accommodate the filing system. The five most widely used cabinets are as follows:
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