Records management apparatus for constructing and maintaining a file folder-based document filing and retrieval system

• US 4,973,086 A
• Filed: 03/06/1989
• Issued: 11/27/1990
• Est. Priority Date: 03/06/1989
• Status: Expired due to Fees

• Current Assignee: Donald D. Donnelly, Nora J. Donnelly
• Original Assignee: Donald D. Donnelly, Nora J. Donnelly
• Inventors: Donnelly, Donald D., Donnelly, Nora J.
• Primary Examiner(s): Yost, Frank T.
• Assistant Examiner(s): FRIDIE JR, WILLMON
• Application Number:
  US07/320,219
• Time in Patent Office: 631 Days
• Field of Search: 283/37, 283/39, 283/43, 283/54, 283/36, 283/38, 283/40, 283/41, 283/42, 283/62, 281/2, 281/3, 281/8, 281/5, 402/79, 402/73, 402/70, 402/60, 402/80 R
• US Class Current: 283/37
• CPC Class Codes: B42F 21/00 Indexing means; Indexing tabs or protectors therefor

Abstract

A records management kit for use in setting up and maintaining a cross-referenced, easily enterable, file folder--based document filing and retrieval system comprises a file guide book, an index sheet, a series of file folders, and a series of file folder labels. The file guide book has a series of tabbed page sets each including a main category page and subsequent subcategory pages. Each main category page has subcategory headings and associated file indicia marks printed thereon which correspond to similar information printed on the associated subcategory pages. The pages of the file guide book are color and indicia--keyed to the file folder labels and are also keyed to category, subcategory and file indicia information printed on the file index sheet together with an expanded listing of specific document types relating generally to the various categories and subcatergories. The detailed cross-referencing among the filing guide book, the index sheet and the file folder labels, when affixed to their respective file folders, permits a user to rapidly file or retrieve a particular document, even with no prior familiarity with the filing system, simply by using the file index sheet. Further information regarding suggested content or use of a particular file is additionally printed on the subcatergory pages of the file guide book, such information being rapidly and easily locatable using either the file index or correlated information marked on the labels.

Claims

1. Records management apparatus for use in constructing and maintaining a cross-referenced, easily enterable file folder --based filing and retrieval system, said apparatus comprising:

a number of substantially rectangular pages connected together along one common edge, each page having suitable but similar dimensions to carry visually perceivable written indicia thereon;

a plurality of consecutive, substantially rectangular main category pages included in said number of pages, each main category page being spaced from another main category page by a plurality of said rectangular pages;

a plurality of consecutive, at least substantially uncovered, but visually different, primary tab members, each main category page having one of said primary tab members secured thereto and projecting outwardly therefrom, each consecutive primary tab member being spaced apart from another primary tab member and having suitable dimensions such that each primary tab member is at least substantially uncovered by each adjacent primary tab member, each primary tab member having a different category heading disposed thereon, and each main category page having;

a number of subcategory headings arranged on each category page, each subcategory heading forming a portion of a subset of said different category heading, and

a different file indicia mark on each category page adjacent each subcategory heading;

a series of consecutive subcategory pages separating a first one of said main category pages from a second one of said consecutive main category pages, said series of subcategory pages comprising said plurality of rectangular pages spacing each main category page from another, said consecutive main category pages being further included adjacent the first of said number of rectangular pages and spaced throughout said number of rectangular pages to terminate before a remaining plurality of said number of rectangular pages further included in said series of consecutive subcategory pages;

a series of consecutive secondary tab members at least substantially overlapped and covered by each primary tab member, each secondary tab member being secured to, and projecting outwardly from one of said series of consecutive subcategory pages, each secondary tab member having one of said subcategory headings disposed thereon, and each subcategory page having;

an indicia mark thereon correlated to one of said file indicia marks on said first of said category pages, and

a series of representative file content headings representing suggested document contents of a file folder dedicated to the filing subcategory of the subcategory page;

a file index sheet associated with said number of rectangular pages, said file index sheet having;

a series of index headings thereon, each index heading forming a part of a subcategory subset of one of said subcategory headings,

at least some of said category headings thereon, each index heading further forming a measure of a larger subset of one of said category headings and further being correlated adjacent one of said category headings of which said index heading forms said part,

at least some of said subcategory headings thereon, each subcategory heading being correlated adjacent one of said index headings forming said part of its subset, each subcategory heading being further correlated adjacent one of said category headings of which said subcategory heading forms said portion, and

at least some of said indicia index marks thereon, each of said indicia marks being correlated adjacent one of said subcategory headings and further corresponding to said subcategory heading; and

a series of label sets, each label set being attached to one of said pages separating one of said main category pages from another of said main category pages, each label set visually corresponding to one of said primary tab members, each label set containing a number of individually removable labels.

2. The apparatus of claim 1, wherein said apparatus further comprises a plurality of file folders, each file folder having a space thereon on which one of said removable labels is attached, each of said removable labels having at least one space thereon in which one label subcategory heading and one file indicia mark can be disposed.

3. The apparatus of claim 1, wherein said category headings includes "PERSONAL", "FINANCIAL", "INSURANCE" AND "LIFESTYLE."

4. The apparatus of claim 1, wherein said file index sheet comprises a folded laminated sheet, and wherein said apparatus further comprises a substantially rectangular pocket connected along one common edge to said number of rectangular pages in which said file index sheet is removably retained.

5. The apparatus of claim 1, wherein at least some of said subcategory pages have additionally printed thereon file help information relating to suggested uses of its associated file.

6. A records management kit for use in constructing and maintaining a cross-referenced, easily enterable file folder --based document filing and retrieval system, said kit comprising:

a file guide book having, from front to back therein, a series of page sets each having a main category page and a series of subsequent subcategory pages,

each main category page having printed thereon a listing of subcategory headings for the category associated with its page set, a different file indicia mark aligned with each subcategory heading, and a page set category heading positioned on a tab member secured to and projecting outwardly from the main category page,

each subcategory page having printed thereon a file indicia mark correlated to one of said file indicia marks on its associated main category page, a subcategory heading positioned on a tab member secured to and projecting outwardly from the subcategory page and corresponding to one of said subcategory headings on the associated main category page, and a series of representative file content headings representing suggested document contents of a file folder dedicated to the filing subcategory of the subcategory page;

at least one file index sheet having printed thereon;

a series of filing system entry content index headings representative of a variety of specific document types which relate generally to the subcategories of said subcategory pages, the number of said filing system entry content index headings substantially exceeding the number of said subcategory pages, each of at least a major portion of said filing system entry content index headings using different terminology than the subcategory to which it generally relates,

a series of category index headings each aligned with one of said filing system entry content index headings and corresponding to the main category to which it generally relates,

a series of subcategory index headings each aligned with one of the filing system entry content index headings and corresponding to the subcategory to which it generally relates, and

a series of file indicia index marks, each aligned with one of said filing system entry content index headings and corresponding to a related one of said subcategory sheet file indicia marks; and

a series of file folder label sets each visually correlated to the tab members of a different one of said file guide book page sets, the labels in each set thereof being attachable to a file folder and having spaces thereon in which label subcategory headings and label file indicia marks may be placed that respectively correspond to selected ones of said subcategory headings and file indicia marks on said subcategory pages,

whereby, with the marked labels placed on a series of file folders, said at least one index sheet is keyed to both said file guide book and the individual file folders so that the proper file folder for a given document to be filed or retrieved may be rapidly found using said at least one index sheet, and additional information relating to the particular file may be rapidly found in said file guide book using either the marked labels or said at least one index sheet.

7. The records management kit of claim 6 wherein:

at least some of said subcategory pages have additionally printed thereon file help information relating to suggested uses of its associated file.

8. The records management kit of claim 6 further comprising:

a series of file folders to which said labels may be attached.

9. The records management kit of claim 6 wherein:

the tab members associated with each of said page sets are color keyed to the file folder labels in each set thereof.

10. The records management kit of claim 6 wherein:

said kit is for personal use and said page set category headings include "PERSONAL", "FINANCIAL", "INSURANCE" and "LIFESTYLE".

11. The records management kit of claim 6 wherein:

said at least one file index sheet comprises a single laminated sheet.

12. The records management kit of claim 11 wherein:

said single laminated sheet is centrally foldable to a size generally corresponding to the sheet size of said file guide book.

13. The records management kit of claim 12 wherein:

said file guide book has a cover provided interiorly with a pocket, and

said single laminated sheet, in its folded configuration, is sized to be received within said pocket.

14. The records management kit of claim 6 wherein:

said file guide book additionally has a series of support sheets secured therein, and

said file folder labels are of the peel-off adhesive type and are removably secured to said support sheets.

15. Compact, user-friendly apparatus for use in setting up and maintaining a cross-referenced, easily enterable file folder-based document filing and retrieval system, said apparatus comprising:

a file guide book having, from front to back therein, a series of page sets each having a main category page and a series of subsequent subcategory pages, said file guide book further having a cover with a pocket secured thereto, and a series of support sheets,

each main category page having printed thereon a listing of subcategory headings for the category associated with its page set, a different file indicia mark aligned with each subcategory heading, and a page set category heading positioned on a tab member secured to and projecting outwardly from the main category page,

each subcategory page having printed thereon a file indicia mark correlated to one of said file indicia marks on its associated main category page, a subcategory heading positioned on a tab member secured to and projecting outwardly from the subcategory page and corresponding to one of said subcategory headings on the associated main category page, and a series of representative file content headings representing suggested document contents of a file folder dedicated to the filing subcategory of the subcategory page;

a file index sheet removably received in said cover pocket and having printed thereon;

a series of filing system entry content index headings representative of a variety of specific document types which relate generally to the subcategories of said subcategory pages, the number of said filing system entry content headings substantially exceeding the number of said subcategory pages, at least a major portion of said filing system entry content index headings using different terminology than the subcategory to which it generally relates,

a series of category index headings each aligned with one of said filing system entry content index headings and corresponding to the main category to which it generally relates,

a series of subcategory index headings each aligned with one of the filing system entry content index headings and corresponding to the subcategory to which it generally relates, and

a series of file indicia index marks, each aligned with one of said filing system entry content index headings and corresponding to a related one of said subcategory page file indicia marks; and

a series of file folder label sets each color-keyed to the tab members of one of said page sets, the labels in each set thereof being attachable to a file folder and having spaces thereon in which label subcategory headings and label file indicia marks may be placed that respectively correspond to selected ones of said subcategory headings and file indicia marks on said subcategory pages, said labels being removably secured to said support sheets,

whereby, with the marked labels placed on a series of file folders, said index sheet is keyed to both said file guide book and the individual file folders so that the proper file folder for a given document to be filed or retrieved may be rapidly found using said index sheet, and additional information relating to the particular file may be rapidly found in said file guide book using either the marked labels or said index sheet.

16. The apparatus of claim 15 wherein:

at least some of said subcategory pages have additionally printed thereon file help information relating to suggested uses of their associated files.

17. The apparatus of claim 15 further comprising:

a series of file folder to which said labels may be attached.

18. The apparatus of claim 15 wherein:

said apparatus is for personal use and said page set category headings include "PERSONAL", "FINANCIAL", "INSURANCE" and "LIFESTYLE".

19. The apparatus of claim 15 wherein:

said index sheet is laminated and received in a folded orientation within said cover pocket.