Document archiving with barcode labels

We’ve all been there: you urgently need an important document, but nobody knows which folder it’s in. Barcode labels allow you to organise your document archiving – every folder, every file and every document is given a unique identifier and can be found instantly with a scan.

Why barcode archiving?

Barcode-based archiving solves the most common problems in document management:

• Quick retrieval: scan the folder’s barcode to instantly see what’s inside and where it is
• No mix-ups: Every folder has a unique number – duplicates are impossible
• Location tracking: Who last took the folder out? Always traceable with a scan log
• Retention periods at a glance: Software allows destruction dates to be monitored automatically

How to implement it

1. Define the filing system: Decide how your documents will be categorised – by department, client name, project or document type. The numbering system on the labels should reflect this structure.

2. Stick labels on the spine of the folders: The barcode labels are stuck onto the spine or front of the folder. Choose a size that fits the folder and is easy to scan.

3. Record contents: When storing a document, scan the folder barcode and record the contents in your archiving software. This creates a digital table of contents.

4. Loging loans and returns: When a folder is removed, a single scan is sufficient – the system knows who has it and since when.

Typical areas of application

• Tax and accounting firms: Client files, annual accounts, supporting documents – with statutory retention periods of up to 10 years
• Medical practices and clinics: Patient records with data protection requirements
• Government agencies and administration: Large file collections with a filing system
• Businesses in general: contracts, personnel files, project documentation

Get started now: Discover our archiving labels with barcodes – available in various sizes for folder spines, file covers and hanging files.