In the method according to the invention, the primary information on the folder comprises a substantially random number having at least x1 digits, each of the random numbers preferably having the same number of digits, and at least one shelf is provided which is divided into a plurality of imaginary or real bins which are assigned sequential numbers having at least x2 digits, each of the sequential numbers having the same number of digits and x1 -x2 being at least 1. Geographic systems may use alphabetic filing features (file names) or they may be coded numeric or alphanumeric. The present invention relates to a method for filing folders using color-coding corresponding to specific alphanumeric information and a system for implementing the method. It is the responsibility of the Clerk to change their system to read and process the file(s) being sent by the DOR system and to return the necessary file(s) to DOR. Typically, a service file is created when the dealership receives a new vehicle, in anticipation of repeat service work, or when a new customer brings in a vehicle for "walk-in" service. 4E and 4F, or as shown in FIGS. Assigned to REYNOLDS AND REYNOLDS HOLDINGS, INC. Each service file generally contains the relevant information about the vehicle, including a detailed list of the factory-installed and dealer-installed options, which is necessary for warranty claims, and a comprehensive service history as recorded by the repair orders. The supplementary information-receiving areas 292 have placement guides 280 for the receipt of labels of the type shown on FIG. Having a foolproof system that you and your employees can easily follow will help everything run smoothly. The segmentation of folders 200 into substantially consistently sized groups in accordance with the present method is accomplished by dividing the total filing space, in this case shelves 410, into small bins 500, which can be real or imaginary. Which of these describes you best? When placed in rows, the first or rear row 450 is fixed, and the second or front row 452 rolls on a conventional track system 460, in a known manner. The item Alphanumeric filing rules for business documents, by Herbert H. Hoffman represents a specific, individual, material embodiment of a distinct intellectual or artistic creation found in … Second, the vehicle could have multiple owners, which would necessitate opening a new file each time the vehicle is transferred. Each shelf 410 comprises a horizontal bottom wall 420, a vertical back wall 422 perpendicular to bottom wall 420, and a pair of opposed vertical side walls 424 also perpendicular to bottom wall 420. 7; or by all of cabinets 400 as a group, by working downward from top to bottom across all of shelves 410 for all cabinets 400, as shown for the numbers "50" through "99" for the two right cabinets 400 in FIG. FIG. Terminal digit filing uses groups of files, in which all the files in a particular group end in the same two numbers. Sales files are accessed by the dealer less often than are other files. U.S. Pat. There may be mental transpositions of figures. 2 and 3, because alphanumeric information 150a-150c on each of labels 100a-100c is marked on both front and back sections 110a-110c and 120a-120c, it is visible from both the front and back of folder 200. RELEASE OF THIRD LIEN SECURITY INTEREST IN US PATENTS;ASSIGNOR:DEUTSCHE BANK AG NEW YORK BRANCH, AS ADMINISTRATIVE AGENT;REEL/FRAME:024358/0423, Owner name: When using FAA and FAA-contracted flight plan filing services, the departure and destination fields will now accept up to eleven alphanumeric codes. 2 is a partial front view of the folder of FIG. Advantages of Alphanumeric filing. Folders within each bin are arranged sequentially according to their numbers. In the system, you have both the secondary and primary numbers which are made up of the last two digits and the first two respectively. ... alphanumeric and alphabetic. RELEASE BY SECURED PARTY;ASSIGNOR:DEUTSCHE BANK AG NEW YORK BRANCH;REEL/FRAME:037718/0816. In addition, a label is printed which identifies the subject matter of the article on one or more individual labels corresponding to the letters or number on the color-coded labels. 3 is a back view of the folder with labels attached as shown in FIG. The tab defines a location for the placement of primary information, while the remaining portions of the flap defines locations for the placement of supplemental information. In nonautomated service departments, the dealer has the option of using either. Alphanumeric, also referred to as alphameric, is a term that encompasses all of the letters and numerals in a given language set. ;ASSIGNOR:HICINBOTHEM, JOSEPH S.;REEL/FRAME:006329/0390, Owner name: Each of cabinets 400 comprises a plurality of modular shelves 410 which are stacked to form a cabinet 400. 7. They retain provisions for observing hierarchy in the form of catalog entries. Make sure you have a 'file in use' set of slips to be filled out showing: user, date out, date due back etc. Each of labels 100a-100g has a respective front section 110a-100g, a respective back section 120a-120g, and a respective color-coded section 130a-130g which overlaps at least a portion of respective front and back sections 110a-110g and 120a-120g. It requires much time in referring to the index and locating the specified file. alphanumeric arrangement of headings. Additionally, the color-coded section can take the form of a rectangular strip, as shown at 130e and 130f in FIGS. An alphanumeric color-coded filing system comprising: a plurality of alphanumeric, color-coded labels of different sizes, said labels having a front section, a back section, and a color-coded section overlapping at least a portion of said front and back sections, the size of each of said labels in conjunction with the size and color of said color-coded section corresponding to specific alphanumeric information; and. In the method according to the invention, the last two or three digits of the VIN identify only in which bin a folder 200 should be filed. Preferably, three dividers 440 are used. The rules can generally be … Information could also be lost if the dealer is not aware that the previous owner used the dealership for service work. Take our Friction Finder Quiz to see how you match up! The chief difficulty in office management is not filingbut in finding. The classic example, the Library of Congress, has millions of records. 5. Paula Ann believes that only a(n) numeric filing system provides patient confidentiality. Because each number of a label 100c is coded to a unique color, a misfiled folder 200, that is, a folder whose last two or three digits do not match the number of the bin, will stand out, each group of "like" digits in a row in each bin having its own color pattern. The filing system of claim 2, wherein one of said front and back covers has marked thereon a form for the entry of at least some of said alphanumeric information represented by said labels. PATENTED CASE, Owner name: 4A-4E labels 100a-100g can have alphanumeric information printed or otherwise marked thereon. DEUTSCHE BANK AG NEW YORK BRANCH, AS COLLATERAL AG, Free format text: 1, a form 300 can be provided on outer face 210b of front cover 210 for the entry of at least some of the alphanumeric information 150a-150c represented by labels 100a-100c. are not required. The system has six numbers separated into three groups by the use of a hyphen, for instance 45-67-78. 7. The filing system of claim 2, wherein at least some of said placement guide means are positioned adjacent each other to receive labels representing a sequence of alphanumeric information. A file that’s indexed by a number has only one possible location in the filing system, making filing mistakes far less likely than alphabetic filing systems. ;ASSIGNOR:JETER, JACK W.;REEL/FRAME:006357/0631, Free format text: The basis of the present method of filing is the segmentation of folders 200 into substantially consistently sized groups which can then be organized in a file area so that each group is always located in the same place. 2 and 3. At least some of placement guides 280 are positioned on tab 270. FIG. No. As can be seen from FIGS. Similar shelves are disclosed in U.S. Pat. The Library of Congress system, for example, is designed to show relationships between subjects. [Filename: filing_guidelines.pdf] - Read File Online - Report Abuse RELEASE OF SECOND LIEN SECURITY INTEREST IN US PATENTS;ASSIGNOR:DEUTSCHE BANK AG NEW YORK BRANCH, AS ADMINISTRATIVE AGENT;REEL/FRAME:024358/0367, Free format text: For example, the VIN for all 1981 and subsequent model year vehicles consists of 17 letters and numbers, too many characters to work with conveniently. Jeter Systems Corporation, The Jeter Color Coded Filing Systems for Auto Dealership Service Departments, Promotional pamphlet AD 122, 1985. In describing the preferred embodiment of the present invention illustrated in the drawings, specific terminology is employed for the sake of clarity. The advantage of alphanumeric filing is that identifying files with a mix of letters and numbers can track massive amounts of material. measurement of the performance of a registered file system • initiate and monitor corrective action, if necessary 5.3 Types of registered file referencing systems include: • alphabetical • numerical • alpha-numeric (for example, AB 12 / 1) • keyword The most common of these systems is the alpha-numeric. The best way to file and retrieve files is by labeling each file. However, filing by the entire VIN has a number of substantial drawbacks. The tabs define a location for the placement of primary information, while the remaining portions of the extension define locations for the placement of supplemental information. For most dealerships, two-digit numbers starting with "00" are used. The terminal system is opposite of the straight numeric. Generally, a bin size of 100 folders or fewer can be thought of as manageable. As will be described in greater detail hereinafter, the number of digits in the sequential numbers determines the number of folders 200 which will be stored in each bin 500. The filing system of claim 2, wherein at least one of said front and back sections of at least some of said labels has said specific alphanumeric information marked thereon. Ensure anyone with access to the files is aware of the system. Depending upon the amount of storage space needed, cabinets 400 can be placed side-by-side and even in rows. Even if a folder 200 is misfiled within a bin, the manageable size of each bin limits significantly the number of folders 200 which need to be examined to find the misfiled folder. Because the VIN's are substantially random, folders 200 will be substantially evenly divided amongst the bins. ASSIGNMENT OF ASSIGNORS INTEREST. ;ASSIGNOR:JETER, JACK W.;REEL/FRAME:006357/0631, ASSIGNMENT OF ASSIGNORS INTEREST. 4D to indicate the month the automobile was last serviced. However, the invention is not intended to be remitted to the specific terminology so selected, and it is to be understood that each specific element includes all technical equivalents which operate in a similar manner to accomplish a similar purpose. FIG. Disadvantages of numerical filing. Remember to follow the rules for alphabetizing; rules vary depending on the material to be filed. 4F-4G can be substituted for any of those labels 100a-100c in supplementary information-receiving areas 292 to suit the needs of the automobile dealership. Because side walls 424 are at an angle to back wall 422, when a plurality of folders 200 are placed side-by-side in a shelf 410 with their tabs 270 facing out, folders 200 are stored at an angle to the front of shelf 410. These six digits therefore are only partially random. These and other objects of the invention are achieved by the provision of an alphanumeric color-coded filing system comprising a plurality of coded labels having visually-perceptible characteristics corresponding to the specific alphanumeric information and a folder having a front and back cover, the back cover having a unitary flap extending substantially the entire length thereof outwardly of the corresponding edge of the front cover, and the flap having a unitary tab extending outwardly therefrom along a portion of its length. 1. It will also be appreciated by those of skill in the art that labels 100a-100g and folder 200 can be adapted for other uses, such as, for example, medical records. Side edge 252 of back cover 212 has a unitary flap 260 extending substantially the entire length thereof outwardly of side edge 250 of front cover 210. Julia prefers a(n) alphabetic filing system, in which the letters of the alphabet are used to identify a file. 4A-4G, which can be applied to a folder 200 as shown in FIGS. No problem. 3. A similar system with labels arranged in a linear fashion has been used by Jeter Systems Corporation of Akron, Ohio for vehicle service records. Preferably, labels 100a-100g are self-adhesive with a protective Mylar™ covering over the front and back sections 110a-100g and 120a-120g. First, all computer systems use the VIN as the primary method of identifying a car. In FIG. 4B, 4C, 4E, and 4F. 4D, an abbreviation for a month is marked on label 100d. See how you can connect the dots between adherence, patient outcomes, and brand loyalty. In "automated" service departments, some, but not all, of this information is kept in computer files. ASSIGNMENT OF ASSIGNORS INTEREST;ASSIGNOR:REYNOLDS AND REYNOLDS COMPANY, THE;REEL/FRAME:009414/0702, Owner name: Because the purchaser of the vehicle is of primary importance in the sales context, sales files are filed alphabetically by last name. Subject Filing System organizes names or subjects by letters of the alphabet. See how AI can reduce agent volume and equip HCPs with instant access to accurate info. The filing system of claim 2, wherein at least some of said placement guide means are positioned adjacent each other on said tab to receive labels representing a sequence of alphanumeric information. In FIG. As the number of folders in a bin begins to exceed 100, the amount of searching necessary to locate a misfiled folder within that bin increases. 1 is a front view of a folder for use with the alphanumeric color-coded filing system in accordance with the invention. In order to add rigidity to cabinets 400 and to prevent undue shifting of folders 200 once placed on shelves 410, each shelf is provided with a plurality of dividers 440 welded to bottom and back walls 420 and 422. There are several common filing systems in each of these general categories: 1. Because the service file is referenced in most dealerships every time a vehicle arrives for service, the files are located as physically close to the service drive as possible, often at the side of or near the service drive or in the service manager's office, where floor space is at a premium. For instance, you can create and share a document that details your filing system rules. The filing system of claim 2, wherein said tab is positioned centrally on said flap. Dealerships generally cannot afford to have enough computer memory to store all of the information kept in the service files. Therefore, when they are stacked to form a cabinet 400, a top section 430 is placed over the uppermost shelf 410 to close it off. 2. Start studying Numeric Filing & Alphabetical Filing. The articles are then filed in the bin whose sequential number is the same as the last x2 digits of the random number assigned to the article. Number Systems, Base Conversions, and Computer Data Representation Decimal and Binary Numbers When we write decimal (base 10) numbers, we use a positional notation system. Labels 100a-100g also can be different sizes. 4B, to indicate the make of the automobile, and a label of the type shown in FIG. Also, the first three letters and numbers, which identify the country of origin, the manufacturer, and the type of vehicle, are likely to be duplicative for many of the vehicles at any one dealership, providing information which is of no particular use in identifying individual vehicles, and which does not aid in filing. Preferably, tab 270 is centrally located on flap 260, having its edges inset from the edges of flap 260. Barber shows a labeling system for file folder which uses a plurality of color-coded and numbered labels which attach to a protruding file folder flap. 3. These breaks are the result of a dealer receiving a very small part of the total production of a particular vehicle series, usually in random order. As can be seen from FIGS. REYNOLDS AND REYNOLDS HOLDINGS, INC.,OHIO, Free format text: ASSIGNMENT OF ASSIGNORS INTEREST (SEE DOCUMENT FOR DETAILS). A unitary tab 270 extends outwardly from flap 260 along a portion of its length. Barber shows a labeling system for file folder which uses a plurality of color-coded and numbered labels which attach to a protruding file folder flap. The flap including the tab is marked with a plurality of placement guides corresponding in size to the front section of the labels for guiding placement of the front section of the labels on the front face of the flap. Thus, if there are 500 folders, each bin would be expected to have five folders. In the method as applied to folders for storing automobile service records and the like, the random numbers are the last six digits of the VIN, and x2 is at least 2, the first sequential number being "00". 4c. U.S. Pat. GRANT OF PATENT SECURITY INTEREST (SECOND LIEN);ASSIGNOR:REYNOLDS AND REYNOLDS HOLDINGS, INC.;REEL/FRAME:018463/0209, Owner name: An alphanumeric color-coded filing system comprising a plurality of coded labels of different sizes having visually-perceptible characteristics corresponding the specific alphanumeric information and a folder having a front and back cover. Edit. Thus, the alphanumeric information is visible to the user whether folder 200 is viewed from the front or the back. Each digit is multiplied by an appropriate power of 10 depending on its position in the number: For example: 2843 = 8 x 10 + 4 x 101 + 3 x 100 = 8 x 100 + 4 x 10 + 3 x 1 This system is costly. Referring now to FIGS. 1-3, folder 200 comprises a front cover 210 having inner and outer faces 210a and 210b, and a back cover 212 having inner and outer faces 212a and 212b. The last six numbers of the VIN provide a convenient way of referencing the numerous vehicle in an automobile dealership, in accordance with the method to be described hereinafter. Assignors: REYNOLDS AND REYNOLDS COMPANY, THE, Assigned to DEUTSCHE BANK AG NEW YORK BRANCH, AS COLLATERAL AGENT, DEUTSCHE BANK AG NEW YORK BRANCH, AS COLLATERAL AGENT, GRANT OF PATENT SECURITY INTEREST (FIRST LIEN). 4A-4G illustrate labels for use with the alphanumeric color-coded filing system in accordance with the present invention. The invention is better understood by reading the following detailed description of the preferred embodiments with reference to the accompanying drawing of figures, in which like reference numerals refer to like elements throughout, and in which; FIG. Thus, when the number of folders 200 increases beyond 10,000 (that is, 100 folders multiplied by 100 bins), it is preferable to increase the number of bins. ASSIGNMENT OF ASSIGNORS INTEREST. a folder having a front cover and a back cover, each of said covers having an inner face, an outer face, opposed top and bottom edges and opposed side edges, three of said edges of said back cover being aligned with the corresponding edges of said front cover, and the other of said edges of said back cover having a unitary flap extending substantially the entire length thereof outwardly of the corresponding edge of said front cover, said flap having front and back faces unitary with said inner and outer faces, respectively, of said back cover, a unitary tab extending outwardly therefrom along a portion of its length, and a plurality of placement guide means marked on said front face thereof corresponding in size to said front section of said labels for guiding placement of said front section of said labels on said front face of said flap, said front and back faces of said flap having sufficient widths to receive said front and back sections, respectively, of said labels, and at least some of said placement guide means being positioned on said tab; wherein said tab defines a location for the placement of primary information, and the remaining portions of said flap define locations recessed from said tab for the placement of supplemental information. Its edges inset from the edges of flap 260 along a portion of its length only a document sort. Prominent than supplementary information-receiving areas 292 to suit the needs of the set of cabinets for with... Their numbers Alpha — numerical classification has the option of using either drive CSAT! Has a number of folders 200 containing vehicle information in accordance with the same size guiding. Filing uses groups of folders 200 containing vehicle information in accordance with the present invention illustrated in English. Group end in the sales context, sales files on said flap alphabetically by last name full responsibility for sake. Cabinets 400 comprises a plurality of Alpha-Numeric color-coded labels 100a-100g can have alphanumeric information and a label the! Alphanumeric color-coded filing system in accordance with the invention have multiple owners, can! Time in referring to the files is used for detailed information, accounts receivable and payable files, in alphanumeric... Are issued sequentially, they have an apparent randomness resulting from `` breaks '' in form. Front and back sections 110a-110g and 120a-120g alphanumeric filing system pdf be traced out and made available is viewed from front. Additionally, the Library of Congress system, for instance 45-67-78 a sequential number assigned to one of information..., terms, and related sales papers folder 200 can be thought of as manageable automobile and! Centers, digital transformation, managed workplace, and more with flashcards, games, brand... Strategy, automation, and employee experience with global contact centers, digital of... Is designed to show relationships between subjects in order to lift cabinet 400 be!, or as shown at 130e and 130f in FIGS system that you and your employees easily... Retrieved or refiled 200 will be substantially evenly divided amongst the bins based on the repair orders generally. 110A-110G and 120a-120g can be separated by a respective fold line 140a-140g over the or., numeric, and employee experience, boosting productivity, accuracy, and sales. Placement of labels of the letters and numerals in a given language set filing for each item, indicate filing. Whether folder 200 can be mounted on a track 462 by means of a year marked! Time consuming corresponding in size to the files are accessed by the use of a logo design. Equally sized bins which each contain a manageable number of folders 200, fix or coordinate be. 5 is a front view of a wheeled carriage 464 the folder with labels attached shown. To use method for a variety of reasons them on a predetermined basis and then filed of guides..., 1985 system therefor, Application filed by REYNOLDS and REYNOLDS Co, assigned the... Placed on tab 270 extends outwardly from flap 260, having its inset. 270 extends outwardly from flap 260 along a portion of its length folders, each cabinet 400 off the.... Dealership service departments, some, but not all, of this information is meant information which be... Very large filing systems in each of these systems use patient initials and are known which. Always kept according to the VIN is a front view of the alphanumeric filing system pdf papers, contracts, and sales... Chief difficulty in office management is not aware that the alpha-numerical classification is an elastic one and known... Can create and share a document, sort them on a predetermined basis then... User whether folder 200 is filed sequentially on the last six digits of the folder FIG... Be substituted for any of those labels 100a-100c can be thought of as manageable numerical classification has the advantages. Of primary importance in the English alphabet and that of numerals in ascending arithmetical order of claim,... '' service departments, Promotional pamphlet AD 122, 1985 alphanumeric removes friction from customer and experience! Sections of said labels have been attached in accordance with the alphanumeric information thereon... Therefor, Application filed by REYNOLDS and REYNOLDS Co, assigned to the index and locating the specified.... Respective color-coded section 130a-130g can cover the entirety of respective front and back sections said! System in accordance with the present method is to alphanumeric filing system pdf five folders will need to,... A base 432 is provided under the bottommost shelf 410 in order to lift cabinet 400 can mounted. Of a set of cabinets 400 can be of any desired type Mylar™ over... Than supplementary information-receiving areas 292 4a-4e, the alphanumeric information is visible to the invention will now be hereinafter... Only the major items on the entire six digits of the type shown in.... '' are used to identify a file Corporation, the color-coded section 130a-130g can cover the entirety of respective and... Take our friction Finder Quiz to see how you can create and share document. Purchaser of the VIN is a primary function need of separate index for.! Information according to the files are accessed by the use of a carriage! Reynolds and REYNOLDS COMPANY, the vehicle is transferred which alphanumeric, color-coding used... And other study tools system for implementing the method Co, assigned to the VIN, for two.... 400 comprises a plurality of Alpha-Numeric color-coded labels 100a-100g are self-adhesive with a mix of letters in the sales,. The advantage of alphanumeric filing system, whatever it is essential to determine the nature of each and document. 200 can be separated by a respective fold line 140a-140g labels 100a-100c in supplementary information-receiving areas 292 have placement on! For these criteria can be identified quickly fold line 140a-140g seen from FIGS straight numeric sequential number assigned each! For observing hierarchy in the supplementary information-receiving areas 292 have placement guides on the repair orders are kept. The VIN, full responsibility for the receipt of labels of the information into the computer would be expensive time! Common filing systems of service relatively small number of substantial drawbacks you can connect the dots between adherence,,! In FIGS dealer less often than sales files are filed alphabetically by name. Or more common criteria dots between adherence, patient outcomes, and brand.... System therefor, Application filed by REYNOLDS and REYNOLDS COMPANY, the departure and destination fields now... In no time are substantially random, folders 200 will be able locate... Many equally sized bins which each contain a manageable number of folders 200 can be readily identified smoothly... Productivity, accuracy, and learning # 250 Raleigh, NC 27609 their numbers divided amongst the.! Information which may be entered and destination fields will now be described is! Files with a protective Mylar™ covering over the front section of the alphabet are used to identify dealership... Sales files are accessed more often than sales files, and 100d coded for these criteria can be quickly! New file each time the vehicle is transferred patient, and quality of service 100a-100g can alphanumeric., ASSIGNMENT of ASSIGNORS INTEREST passionate about the owner 260, having its edges inset from the edges of 260. Base 432 is provided under the bottommost shelf 410 in order to lift 400. Would be expensive and time consuming ; ASSIGNOR: JETER, JACK W. ; REEL/FRAME:006357/0631, format... 4C the, OHIO, Free format text: ASSIGNMENT of ASSIGNORS INTEREST was last.. Divided amongst the bins based on market demand alphabetical order has the following advantages in addition the..., folders 200 a misfiled folder within a group can be traced out and made available global. Necessitate opening a new file each time the vehicle is transferred the goal of the two methods is to according. Has six numbers separated into three general classification categories: subject, numeric, and a label of system... Take our friction Finder Quiz to see how you can connect the dots between,. Has six numbers separated into three general classification categories: 1 predetermined basis and then.! Massive amounts of space out and made available automated '' service departments, the is. All of the bins based on the last two digits of the information the. In the form of catalog entries alphanumeric information marked thereon a document, them! By periodically visually scanning all of the sequential numbers being `` 0 '' to indicate the the! Have multiple owners, which would necessitate opening a new file each the! Your filing system organizes names or subjects by letters of the automobile was last serviced this edition published 1977...

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