The Use of Colours with Filing
The colour coding of files in by no means a revolutionary concept, businesses across the World have been using colours in one format or another to categorise their files for many years. In fact, a properly managed and structured colour coding system is probably the greatest cost saving feature that has ever been developed for filing and retrieval of records.
The idea behind the use of colours in a filing system is to segment the total number of files in your system to smaller blocks or groups of colour. Because the eye recognises colours more quickly than text, the use of basic colours on your files makes it many times faster to find the file you are looking for. Similarly, if a file in the sequence contains a colour that does not match, it is automatically flagged as a misfile, and is thus many times faster to locate. Can you spot misfile in the below example?
Each letter or digit from 0 to 9 in the system and each letter from A – Z is assigned its own specific colour, some colours are used twice in the second half of the alphabet (but with lines). This practice of colouring, using specifically designated PMS colours for each digit or number build bands of colour in your filing system and consistency that will last for many years to come.
The statistics have proven that if you save 30 minutes filing and retrieving files a day using a properly managed colour coded system, it will pay for itself within 6-12 months.
The below example simply demonstrates how much more quickly the human eyes and brain recognise colours than numbers. Firstly, time yourself and see how long it takes to count the number of number ‘1s’ in the black and white diagram. Now time yourself to and count the number of yellow M&Ms, any faster?
Our eyes also find it easier to recognise groups or patterns of colour, which why the KolorKode filing system works so well.
The use of Colour in our day-day lives
We take for granted how much we use colours in our day-to-day lives. It is a proven fact that the human eyes and brain recognise colour more quickly than the digits or characters. Our reaction and response to these colours has almost become instinctive to us. Consider the example of traffic lights, when we see a green, orange or red light, we immediately recognise whether we should go, slow down or stop.
When it comes to more complex situations, we have learnt to use colours to simplify, quickly relate to and understand information. A classic example of this is train systems. The majority of cities around the World use a system of colour coding to simplify their network of train lines. The use of colours simplifies the map and enables the passenger to quickly navigate their way around and find their route more easily. The reason that the map seems so simple to understand is predominantly because of our association with the coloured lines.
Imagine how much more difficult it would be to find your way around the London Underground if all of the different train lines on the above map were black?