File Conversion Services

The process of file centralization often requires a shift in the way we identify and manage our information and related records. If your current file storage method involves drawer-based file cabinets and you want to increase your storage capacity, eliminate misfiles, save time managing your records and improve the quality of your overall records management system you may consider the benefits of an End-Tab Filing System. This type of system will move the location of the file label from the top of the folder to the end or side, thus naming it an End-Tab System. Some of the benefits include the following:

· 7 or 8 vertical levels of filing instead of 4 or 5 levels per shelf section, because an End-Tab system does not require the user to view the top of the file, but instead allows for access simply by reaching the side or “end” of the file overhead with ease.

· No need for retractable drawers which add cost, limit access and occupy valuable floor space

· No more hanging “Pendaflex” paper file containers, as your files now rest directly on a flat metal shelf with dividers placed every 12 to 24” as needed

· Effective visibility to the overall filing system allowing for faster retrieval, addition of a Color-Coded label feature leading to fewer misfiles and improved organizational execution

· Possible use of a High-Density Mobile Filing System for even greater capacity and full use of available space

Specifically, such a transition is referred to as a File Conversion. File Conversions usually take a records management system from top tab to End-Tab filing methods and include the addition or introduction of Color-Coded File Labels. The steps involved in this process are as follows:

1) Identify and select the most appropriate file folder (container) for use given the type of record or file and it’s required use throughout the organization including file size, frequency of access, duration of life and required security or privacy requirements

2) Design an useful Label Definition which will drive the way files are organized and controlled. Label Definitions may be designed with alphabetic, numeric, alpha-numeric, terminal digit or other characteristics and will allow users to quickly locate and identify specific files or groups of files. The label definition also allows for the inclusion of Color-Coding which can further advance the performance of the system including possible addition of a bar-code or RFID file tracking feature.

3) Apply the new labels to the new file folders

4) Transfer the documents from the old file folders to the newly labeled file folders. This process may be as simple as a “drag and drop” in which case there are few complicating factors or very complex in the event that the current folders contain indexes or dividers, stapled documents, paper clips, inconsistencies and so on…

5) Clean the work area and transfer new files to filing system equipment

Our services range from simple consultation to help guide organizations in the above named steps to full-service on-site file conversion project management and execution. We have experience managing file conversion projects ranging from a few hundred files to a few hundred thousand per project. Care is taken every step of the way as we establish security and quality requirements and policies for each and every project.

If you are interested in learning more about the benefits a file conversion can bring to your organization and how FilingSupplies.com can help you please call us today or inquire here. We look forward to assisting you with all of your filing needs!