Anything Filing

Tab Dividers (also called Index Tabs) are tabbed sheets of paper inserted into a folder to separate sections of the folder.

When to Use Tab Dividers:

-If the record is very large

-When parts of the folder need to be accessed quickly

-Multiple people use sections of the file

Why Use Tab Dividers:

-Keeps the folder organized

-Saves time (time is money!)

Applications for Tab Dividers:

-Medical Records, Hospital Charts

-Legal Records

-Banking & Financial Records

-Insurance Records

-Mortgage Loan Files

To maximize the efficiency gained by using Tab Dividers it makes sense to customize the dividers to match you particular needs.  Unless the quantity is very small the price is not very different from stock dividers.

Making your own tab dividers may seem to cost less than custom, but when you compare the supplies and time (and they usually end up sloppy) used to construct these tabs they end up being more costly than custom. 

I have listed below the choices you can make when designing your custom tab dividers. 

1: Paper Weight- Tab Divider paper is available in 90lb. and 110lb. weights.  The heavier weight helps increase the durability of heavily used dividers.  90lb. paper takes up less room in the chart and is the most commonly used weight (most of the wear and tear happens to the tabs).

2:  Paper Color-Tab Divider paper is available in white index, manila, and colored paper.

3: Tab Extension-How far the tabs stick out (extension) is available in 5 sizes:

1/4" ext.

3/8" ext.

1/2" ext.

5/8" ext.

3/4" ext.

If the tabs are located on the bottom of the dividers a smaller extension has the advantage of not covering up the side tab of the chart.

For tabs located on the side of the divider larger extensions mean the text is easier to read.

4: Tab Cut-This describes how many tab positions are located on the dividers.  Also described as how may tabs to a bank. The tab cut ranges from 1 tab  per bank to 12 tabs per bank (1/12th cut).   With each addition of a tab to the bank the width of the tab gets smaller. 

4: Printing-Custom printing on the tab can be on one side or both sides of the tab. Body copy is also available.

5: Mylar Reinforcement-Mylar reinforcement on the tabs greatly increases the strength of the tab. 

Also, choosing a different mylar color for each tab makes it easier to quickly identify each section.  

The holes may also have mylar reinforcement to keep them from ripping.

6: Hole Details-The holes used to attach the divider to the folder may be located on the top or the side of the divider. 

You can also choose 2 holes (for folders with fasteners), 3 holes (usually for a 3 ring binder), or 5 holes (usually for a 5 ring binder). If the divider goes from a binder then into a folder 5 holes will work with both situations. 

7: Collation-Dividers can be collated into sets.  This is a good idea if every tab title will be used in every chart.  If each chart requires different tabs collating the tabs separately is the best choice.  For times when most of the tabs are used with every chart you can have those dividers collated into sets while the tabs only used with some of the charts are packaged separately.

Do you have any suggestions about paper tab dividers for file folders?

Call Efficiency Solutions for personal help designing your tab dividers!

The filing system industry continues to change.  The latest news is Smead closing one of their manufacturing facilities.  Read an article about the closing here.

I always worry about the employees when a facility closes.  With the way the job market is today finding another position is not always easy.

I wish all the workers well.

Do you have any experiences while trying to deal with a changing industry?

Mobile shelving is an excellent way to increase filing inches while decreasing the amount of square footage taken up by the filing system.

But how do you figure out which type works best for your needs?

Read my article “Questions to Ask Before Choosing Shelving for Your Files” for help figuring out what your particular needs are.

I have listed three commonly used types of movable shelving along with the advantages and disadvantages of each type. I have included Rotary Files, Lateral Movable Files, and High Density Mobile Filing.

Read the rest of this entry »

How do you figure out what kind of stationary shelving will best suit your filing system needs?

Read my Article “Questions to Ask Before Choosing Shelving for Your File Folders” for a list of questions designed to help you figure out your particular shelving needs.

I have listed stationary storage units with advantages and disadvantages associated with each type of unit. I have only included units that have a finished look (not industrial) suitable for an office or a record’s department. Units included in this comparison are: Vertical 4 drawer file cabinet, Lateral 4 drawer file cabinet, Stackable Open Shelving , and L&T Open Shelving.

For simplicity purposes I based the comparison calculations on letter size file cabinets.

Read the rest of this entry »

An organized filing system can be arranged in a number of ways including:  Alphabetical, Straight Numeric, or Terminal Digit order.

This article focuses on Terminal Digit filing.

Example of a Terminal Digit System

With Terminal digit filing the last two digits of the filing number determine the primary location of the file.  Then you go to the middle two digits, then the beginning digits  (how many digits depends on the size of the number).

A simple way to describe how to file a six digit number in terminal digit order is: last two, middle two, first two.

For example:  the number 13 76 20 would be filed in the (20) section,  then in order by the (76), then in order by the (13).

You are basically taking the entire file room and dividing it up into 100 sections.  The sections start at (00) and end at (99)

You look at the last two digits first (last two) which means the first section in the file room contain all the numbers that end in (00) and the last section contains all the numbers that end in (99).

Terminal Digit File Room Illustration

These sections pretty much stay constant so knowing the last two digits of the filing number means knowing the section of the file room that contains that record (a number ending 50 will be in the middle of the file room etc.).

Now that the record is in the primary section the next digits to file by in that section are the (middle digits). Then you go to the next digits back (first two with a six digit number).

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In an organized filing system folders are arranged in some kind of order (we hope!). Some commonly used methods include: alphabetical, straight numeric, terminal digit numeric, or by some category. Sub categories can also be added to the above methods.

 Straight numeric filing is basically putting the folders in order of lowest number to highest number.

Knowing the advantages and disadvantages of the various systems upfront will allow for an informed decision based on your particular needs.

This article provides information regarding straight numeric filing.

1) Choosing a Number

Before putting the files into numeric order you have to decide what number will be used to designate each folder. Some numbers commonly used are: medical record number, account number, billing number, assigned number etc.

2) Determining if Straight Numeric is the Correct Choice

-How folders many will make up the filing system?

-The number of digits that make up the chosen number?  

-How long the records will be kept in the system?

-What factors will determine when they are purged?

-Will the records be color-coded?

Read the rest of this entry »

Designing a new filing system may seem like a daunting task! One of the most exhausting parts of filing system design is choosing shelving,  because shelving is available in so many different styles and these styles vary in significant ways.   

Making a mistake purchasing shelving can be very expensive since most companies penalize for returns.

To make matters worse, the problems are often not discovered until well into the project. When it finally is discovered, removing media and taking the units apart is very costly and time consuming.

Reversely, deciding to live with such a “big mistake” may result in years of hassle and even more expense.

Answering a number of questions upfront before making any shelving purchases will help avoid these perils.

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Great City!

My blog is dedicated overall to office efficiency. Specifically filing systems,  but all office productivity subjects are welcome.

My website  is a great place to find filing system related products.

What would you like to discuss?

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.

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. 

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Complying with record retention rules and regulations is so difficult that the government even has trouble handling their records correctly.  The article “Records Management: Government Out of Compliance” describes how government agencies rate themselves regarding record management compliance, both paper and electronic records.  I find this situation very scary since we depend on government’s ability to produce any necessary documents we may need in our lives.  Also, how will we be able to keep these various agencies accountable  if we cannot look at their history.  I wonder how these federal agencies would rank on compliance if an outside agency did the evaluation?
Share your thoughts on this situation.