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

• US 5,123,676 A
• Filed: 10/31/1990
• Issued: 06/23/1992
• 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): Echols, P. W.
• Assistant Examiner(s): Fridie, Jr., Willmon
• Application Number:
  US07/607,249
• Time in Patent Office: 601 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, a file index, a series of file folders, and a series of file folder labels. The file guide book has a series of page sets separated by headings or tabs, each including at least one main category page and subsequent subcategory pages. Each main category page has subcategory headings and can have associated file indicia marks positioned thereon which correspond to file indicia marks positioned on the associated subcategory pages. The pages of the file guide book are color (and possibly indicia)--keyed to the file folder labels and are also keyed to main category, and subcategory (and possibly file indicia) information printed on the file index sheet together with an expanded listing of specific document types relating generally to the various main categories and subcategories. The detailed cross-referencing among the filing guide book, the file index 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 positioned on the subcategory 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. A records management kit for use in constructing and maintaining a cross-referenced, easily enterable file based document filing and retrieval system, said kit comprising:

(a) a file guide book having, from front to back therein, a series of page sets each having at least one main category page and a series of subsequent subcategory pages;

each at least one main category page having positioned thereon a listing of subcategory headings for the category associated with its page set, and a page set category heading positioned on the main category page;

each subcategory page having positioned thereon a subcategory heading corresponding to one of said subcategory headings on the associated main category page, and file content listings regarding the suggested documents to be filed under a subcategory on the subcategory heading;

(b) at least one file index having positioned 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 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

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

2. The records management kit of claim 1 wherein:

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

3. The records management kit of claim 1 further comprising:

a series of files to which said labels may be attached.

4. The records management kit of claim 1 wherein:

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

5. The records management kit of claim 1 wherein:

the colors of said headings associated with each of said page sets are at least partially visible regardless of whether said file guide book is open, closed or partially open.

6. The records management kit of claim 5 wherein:

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

7. The records management system of claim 1 wherein:

the headings associated with each of said page sets are tab members.

8. The records management kit of claim 7 wherein:

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

9. The records management kit of claim 1 wherein:

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

10. The records management kit of claim 1 wherein:

said kit is for business use and said page set category headings include "ACCOUNTING", "CHART OF ACCOUNTS", "TAXES", "FIXED ASSETS", "MANAGEMENT", "PERSONNEL", "SALES/MARKETING", and "MANUFACTURING AND DISTRIBUTION".

11. The records management kit of claim 1 wherein:

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

12. The records management kit of claim 1 wherein:

the file index comprises a page or series of pages separate from the file guide book.

13. The records apparatus management kit of claim 1 wherein:

the file index is a section bound in the file guide book.

14. The records apparatus management kit of claim 1 wherein:

said subcategory index headings of the file index are color keyed to correspond to the main category to which it generally relates.

15. The records apparatus management kit of claim 1 wherein:

said at least one index sheet also has positioned thereon a series of main 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, and wherein said subcategory index headings correspond to said main categories to which they relate.

16. The records apparatus management kit of claim 1 wherein:

each at least one main category page also has positioned thereon a different file indicia mark aligned with each subcategory heading.

17. The record apparatus management kit of claim 16 wherein:

each subcategory page also has positioned thereon a file indicia mark correlated to one of said file indicia marks on its associated main category page.

18. The record apparatus management kit of claim 17 wherein:

said series of file labels have space therein in which label file indicia marks may be placed that respectfully correspond to selected ones of said file indicia marks on said subcategory pages.

19. The records apparatus management kit of claim 16 wherein:

said at least one index sheet also has positioned thereon a series of file indicia marks, each aligned with one of said entry content index headings and one of said subcategory headings, and each correlated to said subcategory file indicia marks positioned on said at least one main category page.

20. The records management kit of claim 1 further including:

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

22. The records management kit of claim 1 wherein:

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

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

(a) a file guide book having, from front to back therein, a series of page sets each having at least one main category page and a series of subsequent subcategory pages;

each at least one main category page having positioned 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 the main category page;

each subcategory page having positioned thereon a subcategory heading corresponding to one of said subcategory headings on the associated main category page, a file indicia mark correlated to one of said file indicia marks on its associated main category page, and file content listings regarding the suggested documents to be filed under a subcategory on the subcategory heading;

(b) at least one file index having positioned 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 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,

a series of file indicia marks, each aligned with one of said entry content index headings and one of said subcategory headings, and each correlated to said subcategory file indicia marks positioned on said at least one main category page; and

(c) a series of file labels each visually correlated to the headings 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 on said subcategory pages.

23. The records management kit of claim 21 further comprising:

a series of files to which said labels may be attached.

24. The records management kit of claim 21 wherein:

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

25. The records management kit of claim 21 wherein:

the colors of said headings associated with each of said page sets are at least partially visible regardless of whether said file guide book is open, closed or partially open.

26. The records management kit of claim 25 wherein:

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

27. The records management system of claim 21 wherein:

the headings associated with each of said page sets are tab members.

28. The records management kit of claim 27 wherein:

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

29. The records management kit of claim 21 wherein:

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

30. The records management kit of claim 21 wherein:

said kit is for business use and said page set category headings include "ACCOUNTING", "CHART OF ACCOUNTS", "TAXES", "FIXED ASSETS", "MANAGEMENT", "PERSONNEL", "SALES/MARKETING", and "MANUFACTURING AND DISTRIBUTION".

31. The records management kit of claim 21 wherein:

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

32. The records management kit of claim 21 wherein:

the file index comprises a page or series of pages separate from the file guide book.

33. The records apparatus management kit of claim 21 wherein:

the file index is a section bound in the file guide book.

34. The records apparatus management kit of claim 21 wherein:

said subcategory index headings of the file index are color keyed to correspond to the main category to which it generally relates.

35. The records apparatus management kit of claim 21 wherein:

said at least one index sheet also has positioned thereon a series of main 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, and wherein said subcategory index headings also correspond to said main categories to which they relate.

36. The records management kit of claim 21 further including:

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