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  • Colorscan is an alphabetic filing and retrieval system, which is distinctive for three reasons:

    Color Wheel
    1. It is based on a simplified alphabetical arrangement of names.

    2. It utilizes ten colors to make filing and retrieval simple, fast, and accurate.

    3. It has folder blocking control to eliminate misfiles.





    1. The simplified...
    ...alphabetic arrangement works as follows: To file and retrieve any file in a system, we only need to use two letters the first letter of the last name and the first letter of the given name. In the case of a company name, we need to know the first letter of the first name and the first letter of the second name. Once we know the two key letters in any name or company name, we forget the alphabet and rely on the alphabet guide and color.





    2. By assigning...

    ...colors to the first letter of the given name or to the second name of a company name, we achieve colorful step number two. The ten color used for the folders are as follows:

    AB -Red KL -Brown
    C -Yellow MNO -Blue
    DEF -Pink PQR -Orange
    GHI -Green ST -Violet
    J -White U-Z -Tan

    All ten colors are used behind each Alphabetic Guide. In the example "Gary Lewis," the clerk would locate the Alphabetic Guide "L"; locate the appropriate color for "Gary,"(in this case it would be green); and scan the folders for the specific name. In the case of a company name "Your Company," the clerk would locate the Alphabetic Guide "Y"; and then locate the appropriate color for "Company,"(in this case, Yellow).

    To return the file, you simply reverse the process and return the folder to the front of the color section. Active folders remain in the front because of the frequency of use and less active folders move to the rear. This as an example of random filing and it really works because 80% of the file activity occurs in only 20% of the file.

    Single name folders would be filed and color coded under the first letter of the name. For example, "Xerox" would be found behind the Alphabetic Guide "X" and color coded Tan; "Tiffany's" would be found behind the Alphabetic Guide "T" and color coded Violet.



    3. By utilizing...

    ...the pre-printed, vertical, alphabetic boxes on the left hand edge of the folder, you would block out the "Alphabetic Guide" designation, thus eliminating any misfiles within a given section. Using the example "Black," in a small system you would block out the "B" box on the folder. In a larger system with a more specific Alphabetic Guide breakdown of "Bl," you would block out the "B" and the "L" boxes on the folder. Let's take a look:

    When filed side by side, the folders create a black line or lines horizontally through the section; consequently, misfiles are located at a glance.

    Sample 3

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