Anything Filing

I came across a great reminder about the importance of record retention written by the Oklahoma Society of Certified Public Accountants to celebrate National Small Business Week (May 23 to 29).  I know myself I sometimes get lax in keeping the most used records easily accessible and storing the rest out of my office.  Read this valuable article here. 
What ideas do you have for making sure you have the correct documents available and at the same time keeping your office uncluttered?

I have been harping on the fact that electronic records will be lost in the future because the equipment needed to read the records will no longer exist.  Well, fear no more. Switzerland has come up with a solution.  They are going to store a “key to unpick defunct digital formats” (a digital genome) in a time machine.  The article describing the genome also gives a good explanation of how long current media will last.  Every time I rent a DVD and it will not play because of damage I question how on earth all these digital records will survive.  The digital genome sounds like a great idea!  Read the article published on Reuters here.

Do you think this will protect digital information for the next generations?

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?

The University of Pittsburgh conducted its annual Supplier Diversity Showcase at the William Pitt Union May 5, 2010. This is an event designed to give university employees an opportutniy to discover diverse companies while allowing these companies a forum to present their capabilities to interested attendees. I attended the show representing Efficiency Solutions and very much appreciated the opportunity to talk to many Pitt buyers.

Also, Deborah Holland, President of DLJ & Associates facilitated a workshop entitled “The Importance of Cross Cultural Communications” which I am really glad I did not miss. I’m still thinking about how cleverly she illustrated the importance of celebrating our differences while discovering what lies beneath the surface of all individuals. Check out Deborah’s website here

Thanks Pitt for giving diverse companies a helping hand!

Electronic record is definitely here to stay. The question is what version will end up working the best. I could be wrong but I still think in the end some medical records will still need to be kept in hard copy. The passage of time and new technology will tell us if the stored records will still be accessible because of out-of-date storage units (think floppy disk).

The issue of how much expensive staff time it takes to input all this data is evident now.
Click here to read about a study conducted at W. P. Carey School of Business at Arizona State University that uncovered how use of the electronic record adds to the cost of patient care. (The study did show that mortality rates for some conditions are reduced with electronic records.) When my mom was hospitalized the end of last year I personally watched nurses spending up to 2 hours after their shifts inputting data into a computer. Interrupting one of these inputting nurses with any kind of a question or need was done at great risk!

Like any big changes like the electronic record, care and planning must take precedence. I don’t think that is being done with electronic record implementation.

Tell me what your experiences have been regarding the electronic record?

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.

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?

Privacy regarding medical records has always been a large concern of mine. I have even been known to refuse to give my social security number because of fear of unauthorized access (knowing that this means I then cannot use my health insurance). The electronic record is being forced on the health care system without attention being spent on the cause and effect on many different issues. Reading articles like Matt Anderson’s published in World Magazine called Prying Eyes scares the life out of me! You have got to read his description of the HIPAA rule and how it has hurt patient privacy. Very ironic!

I just keep hoping that sense and logic will prevail before more damage is done.

What have you had to deal with regarding privacy?

I realize that I am a person very resistant to change. Also, I sell products for the paper medical record so I am of course biased. But I have always been paranoid about medical mistakes made in hospitals and medical offices. My personal observation while my mom was in a variety of hospitals was the delay and extensive time spent keying in data for the electronic record. I can not believe having a highly paid nurse/doctor spend an hour or two after their shift entering data (that had to be written down earlier in the day anyway) is saving money or making the record more accurate.

Studies definitely need to be conducted to ensure medical errors do not become rampant.
Click here for an article that addresses the issues caused by electronic record mistakes.

I heard the news today that International Filing Company is closing. This is really sad news. I remember competing against what was then called AFC Filing Company when I worked for Ames Color-File (many years ago). Myself and Jeff (the AFC rep) would run into each other in the hospitals while we were making sales calls and would always have a great conversation. Today I currently purchase some products from IFC for resale to my customers. I know I can find sources elsewhere but I hate to see this happen to a good company.

The article reporting on this happening can be found HERE

I have noticed lately that the people I am dealing every day seem to have a really bad attitude. Why has rudeness become the norm instead of the exception? Maybe it’s fear (losing job, getting demoted, running out of money) that is driving this trend. One thing I do believe is a bad attitude is contagious and causes everyone who works with the rude person to be effected. The end result is less work gets done and if customers get victimised sales will be lost. I’m going to share a script I found a number of years ago that has helped me when I am stressed and upset about something.

Attitude
by Charles Swindoll

“The longer I live, the more I realize the impact of attitude on life. Attitude,to me,is more than the past,than education,than money,than circumstances,than failure,than success,than what other people think or say or do. It is more important than appearance, giftedness, or skill. It will make or break a company…a church…a home. The remarkable thing is we have a choice every day regarding the attitude we will embrace for that day. We cannot change our past…we cannot change the fact that people will act in a certain way. We cannot change the inevitable. The only thing we can do is play on the one string we have, and that is our attitude…I am convinced that life is 10% what happens to me and 90% how I react to it. And so it is with you…we are in charge of our attitudes.”

Also, read a great article about how attitudes effect a workplace environment written by Nancy Byerly Jones
@ http://tinyurl.com/y9mo6tx called “If Attitudes are Contagious, Are Yours Worth Catching?”

All this makes so much sense, good attitude means happy workers who work harder and more efficiently which leads to higher profits. Not rocket science!