Infofile :: Records Management Education

Supplies used to organize and identify records in various physical formats

Guide Systems

designed to indicate the exact positions of records and folders and speed up filing and retrieval
used to show major and minor subdivisions
coloured guide tabs often used to show major and minor subdivisions
usually made out of:

fibre
pressboard
manila
bristol board
plastic
light metal

Binders

for computer output
burst (separated)
unburst (continuous forms)

requires special type of device

*Meadke suggests throw out with documents as they are so inexpensive?

Folders

used to group related information
many types
two basic types

top tab
side tab (end tab)

different weights for different uses
different material folders made out of:

pressboard
manila
kraft (bleached stock)
red rope
fibre
plastic
recycled paper

scored to store various quantities of paper
devices can be added to files
suspension files

Tabs

a projection on the top or side edge of guide or folder

Labels

used to identify the contents of:

drawers
shelves
trays
bins
binders
boxes
folders

name labels - can use colour for series
labels should be created and placed on device in uniform manner

Storage Systems and Equipment

Equipment Selection Criteria

Compatibility

means to size of documents (records)

Ease of Access

from sitting or standing
work at files or at desks
accessability to other office equipment

copiers
terminals
etc.

Long Range Planning

many offices move every three (3) years

cost of moving is important

building structure
growth
future demands

Cost

initial costs is only one factor

maintenance
operating costs
repair
floor space

Security

locks
fire protection
restricted areas may be required to protect records

Replacing Equipment

We need to justify reasons and determine costs of implementing new equipment

Two types of costs

recurring

materials
power
insurance
taxes
labour

non recurring

one time costs
purchase price
transport
installation

Buy new when the investment will be recovered and that cost savings will result

one (1) to 20 years usually 1-1/2 to 5 years
if it can be shown that new equipment saves money, and pays for itself in a reasonable amount of time, you will usually get management support

Two approaches to cost justification

cost avoidance justification

is a recommendation to purchase equipment to avoid another cost

expense reduction justification

Converting from cabinets to Spacesaver shelving can save you approximately 50% of your office space, or allows you to double capacity. Taking that new Spacesaver shelving and converting to Spacesaver mobile storage doubles capacity again, or decreases filing space by an additional 50% on average.

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