Archive for the ‘Folder Information’ Category

 

group of class fold-2Pressboard/Classification folders are stocked in multiple configurations and are available for quick shipment. BUY HERE

Here is a simple guide to determining which stock folder best matches your filing system needs.

SIZE

Match height of your paper to the width of folder.  Match depth of shelving system to width of folder

Letter Size Paper is 8-1/2″ wide x 11″ high                  

Top Tab Folder- 11-3/4″ wide x 10″ high- End Tab Folder- 12-1/4″ wide x 9-1/2″ high

Legal Size Paper is 8-1/2″ wide x 14″ high        

Top Tab Folder- 14-3/4″ wide x 10″ high- End Tab Folder- 15-1/4″ wide x 9-1/2″ high

STYLE

The next consideration is the type of shelving used to store the folders.

End (side tab)- Designed for use on open shelving

Top tab- designed for drawer style file cabinets

A folder with the incorrect tab location may not fit on your shelving or into your filing cabinet.

DIVIDERS

Depending on how many sections you need to separate your documents determines the amount of inner dividers to choose. Each section will have a metal fastener to attach your documents to the folder.
class fol

0 dividers (two filing sections)

1 divider (four filing sections)

2 dividers (six filing sections)

3 dividers (eight filing sections)

COLOR

10 Colors: Red Brown, Deep Red, Gray Green, Light Green, Pale Green, Moss Green, Light Blue, Dark Blue, Light Gray, and Yellow.folder colors

Additional Specifications:

25pt Pressboard, 25% Post-Consumer Waste
2/5 (ROC-Right of Center on the Top Tab folders
Full cut side tab on Side Tab Folders
2″ Tyvek expansion on folders with zero, one, and two inner dividers
3″ Tyvek expansion on folders with four inner dividers
1″ Dual Prong clips on inner dividers
Inner dividers are 17pt Kraft
Inner dividers are 1/3rd cut

Custom pressboard folders are available in many additional configurations but usually require a minimum purchase and may be more costly, especially for small quantities.

Purchase Classification Folders Here

manila folder When purchasing manila folders for your filing system a number of decisions must be made depending on how you intend to use these folders.  This article addresses the weight of the folder.

Definition of Weight:

The weight indicates the thickness of the paper used to construct the folder.  Manila folder weight is depicted in “points”. The higher the point the thicker the paper.

Available Points:

9 point folder- Used in very inexpensive folders that will not experience a lot of handling.  Top tab folders used in home filing systems are often 9 point.

11 point folder- This is the most common weight used for business and health care filing systems when the records undergo an average amount of use.  To increase the folder’s durability side and top tab reinforcement is available.  With reinforcement the stress points are actually 22 point.  If the entire folder was 22 point additional filing inches would be needed to accommodate the thicker folders.

14/15 point folder- Used for very active records and/or they contain a large amount of content.  These folders may also be reinforced along the side or top tab to further increase the durability.  Two disadvantages of a heavier weight folder is the cost and the fact that they use up more shelf space.

18 point folder- These folders often have an expansion gusset or inner dividers installed.  Although gussets and dividers can be installed in 14/15 point folders they are not as strong and durable.  This folder is great when the record is heavily used and sections need to be accessed quickly.  Reinforcement is not used on the top/side tab of 18 point manila. Of course, these folders take up more shelf space than lighter weight folders.

Idea! Mylar reinforcement is an economical way to reinforce stress points on any of the folders above.

Now you have the information to decide which point folder will work best for your application.

Need Folders?  Go to Efficiency Solutions.

Let me know of any ideas you have to increase durability of a manila folder.

You have decided you need a really strong folder and you want to use pressboard folders for your files. This is the easy step. Now you have to decide what “type” of pressboard folder to choose.

Buy Classification/Pressboard folders here!group pressboard 3

Go here for a quick buying guide.

Pressboard Paper Explanation:

Pressboard paper stock is the kind of paper that these folders are made out of and is available in an array of colors and styles. FiberMark is one of the premier manufacturers of pressboard paper. Basically they take recycled pulp board and press it together (multi-ply construction) to form pressboard paper. You can tell a folder is made out of pressboard when it kind of resembles thick cardboard. A lesser weight folder is usually made out of Manila or Kraft paper.

Type and Point of Pressboard Paper:

Pressboard paper uses two measurements to help determine the durability and thickness of the paper. The first measurement is the Type of paper. The highest paper quality has the lowest “Type” number. Paper quality is determined by the the ingrediaents used for the paper along with how the paper is manufactured.  The second measurement is the weight which is called “point”. The thickest paper measures the highest “point”. (Paper you use in a copier, printer, etc. is measured in “pound”.)

-Pressboard manufactured to be used for folders is available in Type III, Type II, or Type I.

Read the rest of this entry »

What is the difference between top and End tab filing? And how do you decide which would work best for your needs? Keep reading for answers to these questions.

Top Tab Filing

Top tab filing is where the tab is located on the top of the folder. This is the type of folder to use if the folder will be filed into a drawer.

If you try to put a side tab folder into a file drawer it will probably not fit.

Advantages:

-Most people are familiar with this type of filing.

-Using a top tab allows the indicator (name, number, code, etc.) to be seen when you open the file drawer.

-If records are going to be drop filed (no fasteners) the records may be more secure in a drawer.

-Good choice if the filing system is very small.

-Very inexpensive top tab folders are often used with file drawers which lessens cost.

Disadvantages:

-Usually need to use hanging files which add to expense and tend to break.

-Drawer filing uses more floor space than a side tab option.-More difficult to spot misfiles

-Limited choice of folder style-Risk of cutting hands while reaching into the file drawer to retrieve files.

End Tab Filing

End tab filing is where the tab is located on the side of the folder. This is the type of folder to use in an open shelving situation.

Advantages:

-Good choice for large file rooms.

-Using a side tab allows the indicator to be seen while standing in front of the shelving.

-Allows for efficient use of color-coding designed to spot misfiles.

-More folder style choices are available in side tab.

-Using open shelving and side tab folders allows for more efficient use of floor space.

-Reduces risk of cutting hands on folders while retrieving files.

Disadvantages:

-People are not as familiar with side tab folders.

-A side tab filing system is more difficult to lock.

For situations where a folder will filed both in file drawers and open shelving combination top/side tab folders are available.

Based on my filing system experience I would recommend a side tab/open shelving system if you have or are expecting more than a couple hundred records. Much time and aggravation will be saved by starting with the most efficient system to begin with.

What has your experience been regarding top/side tab file folders?

 

Classification folders are folders that contain separated sections that allow for quick filing and retrieval of individual documents. Sounds simple, right? Wrong! Knowing when to use these folders and then deciding which kind to buy can be extremely confusing.

I have taken the guesswork out of choosing a pressboard folder.

Purchase classification folders here!

A quick guide to specifications is available here!

Classification folders are applicable when:

-Each Record is very large

-Records have a high retrieval rate

-Documents filed in the folder that you need to access quickly

-Currently use multiple folders to separate an individual’s record

-Multiple file folders that are condensed into one folder will help the loss of segments of the record

-Need to file batches of records into one folder (for example: records are filed in a folder based on the date the record was created)

Classification folders are available in so many different configurations that it would be impossible to cover all options in one article. In the spirit of brevity I am listing the most commonly used options below. The easiest way to decide what works best for you is to look at each folder attribute and compare the available options to your filing situation. After you have picked your options you can put together the perfect classification folder that is designed for your particular situation.

Size:

-Based on the media that will be filed into these folders you have to choose legal or letter sized folders. Making sure the folder will fit into any existing shelving is also important.

Location of the Tab:

-Top Tab: These folders are designed to be used in file drawers

-Side Tab: If you have open file shelving this is the style to pick-Combination

Top/Side Tab: Used when the folder will be used in both drawers and open shelving

Type of Tab Cut on the Tab of the Folder:

-Straight Cut: Tab goes straight across, no cut out (most commonly used in side tab folders) Advantage is the tab is stronger and provides more room for labels and any text written on the tab.

-1/3rd Cut: Tab takes up 1/3rd of the space on the folder. The position of the tab can be located in one of 3 positions (most commonly used in top tab folders) When the tab position is spread over the 3 positions each individual file is easier to see in the file drawer. Disadvantage is the tab is not as strong as a straight cut tab.

-2/5th Right of Center: One tab position and is located almost in the center of the space. The size of the tab is in-between 1/3rd cut and straight cut. Does create a stronger tab than 1/3rd cut.

Weight of the Folder:

-Manila or Colored Paper: The most common weights used are 15 & 18 point. Used when need to separate the papers exists but folder does not get heavy use.

-Type III Pressboard: This is a good choice for most applications and is available in the more colors than Type II. The least expensive choice of the pressboards and used when budget and availability of colors is important.

-Type II Pressboard: Very similar to Type II (difficult to tell the difference) but because of the higher grade paper the folder feels a little smoother. Type II has very limited color chooses. -Type I Pressboard: A harder, shinier finish, expensive, many colors available. Choose this folder for heavily handled folders and when the budget allows for the extra expense.

-Type I Pressguard: A harder, shinier finish that has a pebbled look. Really expensive, many colors available. Great when folders need to have a finished, professional look.

Color:

-The folders come in a variety of colors dependent upon which weight of material is chosen. You can get creative by using colors to designate something like a type of record or the year record was created.

Fasteners Applied onto the Folder:

-Fasteners can be attached into the folder in a number of positions. The most common positions for a classification folder are the top of the front and top of the back of the folder. Using fasteners keeps the papers from falling out which lessens the incidents of lost papers.

Number of Attached Dividers and Expansion

-One Divider: Creates 4 sections and has 1” expansion

-Two Dividers: Creates 6 sections and has 2” expansion

-Three Dividers: Creates 8 sections and has 3” expansion

The divider is made up of 17 point craft material.

Each divider has what is called a dual prong fastener that allows for the papers to be attached to the divider on both sides (a bonded faster can also be used on both sides of the divider).

Deciding on how many inner dividers to use is based on the amount of papers contained in the record and how far you need to go with separating the record into different categories.

Tyvek material is usually used for the gusset that creates the expansion. This is very durable material (commonly used in housing construction) and very seldom rips.

Read my article “Pressboard Folder Type-What Does This Mean?” for information regarding pressboard paper.

Now you can make sure that the classification folder you use meets all your requirements thus allowing you to get the most “bang for the buck” out of your purchase.

Can you think of any other aspect of a classification folder that you would like to investigate?

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