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About Filing
- An average file drawer uses about 150 folders and a 36" shelf use 230 folders.
- Looseness and support contribute greatly to speed of filing. Fully packed drawers decrease file speed by up to 50%. Fully packed shelves decrease speed by up to 35%. Always provide sufficient space and sufficient upright support for files through proper use of divider and guides.
- To determine the approximate size of an alphabetic file, you can count the primary letter "G" and multiply by 20.
- Another way is to count the folders in 2" of files from 5 different locations in the file, total these, then divide by 10 and multiply by total number of file inches in use.
- Double check by multiplying drawer space (25") or shelf space (36") times the number of drawers or shelves, times average number per inch. The answer should be approximately the same. If you have 5% or more variation, check for empty space and check your calculations.
- 80% of business comes from 20% of the accounts in most business. This rule applies to business correspondence, invoice files, etc.
- Clinic records not active in two years indicate the patient has moved, gone elsewhere, or is otherwise not active and should be transferred to an inactive file.
- Television has proven that color provides 50% more mental retention than black and white.
- Color tabs loose their effective identity when less than 5 of one color are filed together. Don't overkill.
- Sem Scan Alpha is 50% faster filing and 30% faster finding than straight alphabetic systems.
About File Folders
- A "point" equals 1/1000 of an inch. Example: 11 point stock=11/1000.
- A folder normally has 2 flaps, so an empty 11point folder takes up 22/1000.
- Card files generally occupy 80 to 100 per inch. Count a few inches to determine your situation.
- Active card files may be guided to 1 guide per 10 cards. Card guiding loses most of its efficiency with more than 40 cards per guide. The purchase of one guide per 20 cards or less always pays off in reduced search time for your customer.
- Tabulating cards average 130 per inch.
About Selling
- Repeat business on an original file system sale will equal the dollar volume of the original sale every 5 years or less.
- The average life expectancy of a file system sale is 10 years.
- Sem Scan Numeric retrieval is 25% faster than straight numeric and provides 40% faster re-filing.
- Shelf file folders should be labeled at the top of the back flap and bottom of the front flap above the score nearest the shelf front to provide ease of references regardless of height of shelf it is placed on. A. In the case of numeric files, use a broad type numbering Machine that permits automatic repeat of each number.
- In spite of increased use of computers and microfilm, the growth of hard copy records is projects to continue to increase through the 1990's.
- The file cabinet business is decreasing but shelf filing is increasing rapidly.
- Straight line filing is the shortest distance to filing. This is true for both drawer and shelf type files. Reserve 1 position for all primary guides. Reserve another for secondary guides and / or miscellaneous folders. Reserve another position exclusively for name or number designation labels, and still another for out guides. Anything less is unnecessary confusion.
- The rule in filing pertaining to shelf filing is last name first and given name second. This is the reason we file from right to left rather than left to right.
- We use straight edge folders for name files and numeric files. This avoids the problem of cocking the head sideways to read labels and provides simplified and most efficient indexing and filing. give answers to our sales team.
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