RFID Color-Coded Filing Systems
When implementing RFID for file folder systems, a label of some kind must be applied to each folder that is going to be tracked. Virtual Doxx Corporation recommends use of side and/or top tab color coding as ‘best practice’. RFID alone cannot optimize records management operations and the use of file folders…RFID must be combined with color-coding for most efficient records management.
Imagine going into a grocery store and all of the canned goods had a white label with product description printed in black ink. It would be difficult to find what you are looking for, and, it would be difficult to know if a can was in the wrong area of the shelves. The same applies to filing systems.
File folders must be color-coded according to a primary index, like digits of a file number or letters of a file name/description, in order to achieve the best overall results for records management operations.
Color-coding makes it fast and accurate to pull or refile files visually versus cognitively. Because color-coding is along the visible edge of a file folder, folders do not have to be pulled on and off of shelves or in and out of drawers to find a needed file.
In addition, because files are color coded, if a file is about to be placed at the wrong place in a filing system, the colors will clash, alerting the file clerk to the file placement error prior to it happening. If a folder does get placed in the wrong place in open or drawer shelving, the misfile will be automatically and quickly, visually identifiable based on a misplaced color(s) in the filing system.
The very best way to manage files is open-shelving for space utilization and side-tab color-coding for records management efficiencies. Example color coded label designs include (THE LABEL DESIGN RENDERS THE FILING SYSTEM/SCHEMA):