Color coding is the assignment of color to a number, letter or particular item that shows meaning.  In filing, we assign a color for each number 0 through 9, and a color for each letter A through Z to aid in filing and retrieval of all types of hard copy.  By putting these colors (letters, numbers and designators) in a particular position on a file folder, file pocket, etc., a color/block pattern is formed.   When these patterns of color are broken, a misfile has occurred.

Most files are filed in one of the demonstrated examples, you can easily adapt your file situation to color coding.

• Easy to maintain without requiring a cross reference file.
• Alphabetical breakdown of initial with color can direct you to the proper file area and help eliminate misfiles.
• Filing of common names is accomplished by coding the first two letters of the last name.
• In larger alphabetical files, the additional coding of the first name initial will further break up the large name groupings.

• Filing letters and numbers in a format that suits the file situation.
• When filing alpha-numeric files, a decision must be made as to whether the number or the letter is more important for locating or segregating the file.
• Alpha-numeric files need not be complicated; numbers or letters used in alpha-numeric file can give added dimension for presorting, filing, and retrieval.

• Time dating or purge codes with the use of  year color labels.
• All year codes should be spaced away from any other coding on the file folder.

• Files can be removed when they become too old and inactive to take up active file space. 

• Filing of numbered documents in a numerical sequence order starting from the first number and proceeding to the highest numbered file.
• Advantages
  1.  No training of personnel
  2.  Ease of retiring old files

• Filing all files ending in the same last two digits in one section, forming 100 distinct file groups (00 through 99).
• Major advantage is that the file grows equally in 100 places and reduces itself in 100 places with the retirement of older files.
• Most commonly used by in large file areas:  hospitals, insurance companies, government, banking, etc...

Contact your local representative or dealer to determine the best solution for your needs.