Colour-Coded Indexing

"Colour-coded file indexes make records easy and fast to find and eliminate misfiling and record duplication." - The Audit Commission

The human eye reads colours 40% faster than black and white. Let Civica Records Management apply the principal to your file indexing and the benefits transfer also.

Speed – reduced time pulling and replacing files by at least 40%

Flexibility – compatible with all filing systems

Accuracy – misplaced files immediately identify themselves by breaking large bands of colour

Durability – colours and labels will not degrade

Efficiency – coloured, bar-coded labels and Cave Tab’s tracking software provide the optimal file control system

How colour-coding works

Every number, 0-9 and every letter of the alphabet is assigned a unique one inch high colour bar. In numerically indexed systems, up to seven full-sized digits can be displayed on the folder tab. With alphabetically indexed systems, only the first three letters of the folder's key reference are colour coded. The colour printed labels are double-sided and can be seen from either direction. In either case, when folders are on shelves, large 'blocks' of colour are formed and users will quickly zero into the correct numeric or alphabetic zone, thus speeding up file location. If a folder is mis-filed, the colour block is 'broken' and the offending file is instantly visible. In practice, users notice immediately if they misfile and correct it themselves, so this costly and inefficient malpractice is virtually eliminated.

"Medical staff at the surgery are extremely impressed with the results of our implementation of the system" - Vicki Chambers, Practice Manager, Shenley Green Surgery

Label Production – labels are produced simply on demand through TabQuik^TM software. Civica’s Print Bureau can create large quantities of colour-coded folders for you to establish your system, after which you can install TabQuik^TM on your own PCs for producing your own labels. TabQuik^TM software can produce an infinite number of different label designs and will also print barcodes which will work with our FileTrail tracking software.

There are basically four colour-coded indexing systems for filing management:

• Alphabetic
• Numeric
• Terminal digit, and
• Subject based.

 Our TabQuik^TM software allows you to produce labels on demand and means you will never run out of coloured filing options.

"They delivered. It made sense to call in the experts" - Team Leader, London Borough of Hackney