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Organizing Your Files Can Put Money in Your Firm's Pocket
by Lori Genzel
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Improving the efficiency of your filing personnel by creating and maintaining an organized file room is one of the most effective ways to reduce your firm's costs.
Here's what you should consider when choosing your files...
1. Color-Coding
Assigning colors to different file categories can reduce file storage and retrieval time by up to 60%! Numerous studies have shown that the eye can find and process color faster than text. Color-coding also reduces the risk of costly misfiles - as the incorrectly filed color will stand out immediately. Color-code by case type, attorney, year, court, etc. For instance, assign green folders for Real Estate cases, red for Personal Injury, and blue for Insurance.
There are several different ways that you can incorporate color in your firm's filing system, including: adding a color-coded file handle, using colored gusset expandable files, using colored folders - standard, pressboard and partition folders, or simply adding color-coded labels to file tabs.
2. Selecting the Correct File
Filing products vary widely and are available in myriad styles and sizes. Selecting the ones that suit your firm's particular needs will go a long way toward making your file room more efficient and organized.
The most commonly used file types include:
- File Folders are generally used as sub-files within larger files. But not all file folders are created equal! While standard 11 pt. manila files are suitable for standard files and storage, heavier weight 13 pt. to 15 pt. manila are a better choice for more frequently used active files. Reinforced tabs also add durability for frequently referenced files. Larger straight cut tabs allow for more space for file identification, bar coding and color-coding.
- Pressboard Folders (also known as Expansion File Folders) are durable and sturdy enough for frequently used or active case files. Pressboard files are usually available with a 1" - 3" expansion gusset. Tyvek gussets provide additional durability.
- Partition Folders (also known as Classification Files) are used to divide file contents for easy reference. These are normally made of sturdy pressboard material with 1 to 3 dividers that create 4 to 8 sections with Tyvek expansion gussets. You can also consider manila partition folders for less active files.
- Expandable Files are available in expansions from 3 ½" to 7" to accommodate the storage of file, pressboard or partition folders. These popular legal files come in two main styles - pockets (open top) or envelopes/wallets (with a flap and a closure). Both are available with side or end tabs for shelf filing.
3. Gems of the Filing World
There is a unique set of filing products that are often overlooked by firms, but can provide additional efficiencies:
- Report Covers are often used in conjunction with presentations and proposals
- File Backs are used to secure, support and separate a document
- File Envelopes and Jackets can be used to subdivide larger file contents for easy reference or for file transport, mailing, or storing loose materials such as photos, disks, etc.
- Classification Pockets can be attached to pronged folders to store materials that cannot be hole-punched, such as photos, disks, x-rays, etc.
4. File Identification
In addition to any color-coding that you may include in your filing system, you will also need to clearly identify files. Numerous methods of file identification are available, from manual new case file systems, LegalKey compatible and standard file labels, and Color-Bands expandable file identification and color-coding handles.
5. Extra Features
Most law firms use prongs to keep file contents in order and securely in the file. Consider using pre-pronged folders to save time and money. Other popular file add-on's include vinyl CD holders to store electronic and physical records together, business card holders to identify your firm to the file user. Pre-printed forms and checklists provide a quick visual reference of file information and status.
6. Customization
Many people believe that creating a custom file is either too expensive or requires a high minimum order quantity. This is simply not true! The additional cost of custom files is more than offset by the savings you can recognize through increased filing efficiency. Customization can be a simple as printing a form on a manila folder or as involved as completely customizing an expandable file to fit your existing filing system.
Need HELP?
Your ASL account manager is available to help you choose the perfect filing products for your firm. Call us today at 800.222.0510 or visit www.aslegal.com to view our full filing selection.
ALL-STATE LEGAL is dedicated to providing law firms with engraving and printing services and a complete line of legal specialties that translate into a single-source advantage. ASL continues to develop products that make it easier to run your law office, consistently communicate your brand and help your firm go green.
Article Source: www.homehighlight.org
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