ColorFile Filing System

Transcription

1 ColorFile Filing System FROM REYNOLDS Integration That Powers Performance Fast. Easy. Effective. The Filing Solution Designed for Automotive Retailers.

2 Save time, money and space with the filing system designed for automotive retailers. Today, automotive dealerships are busier than ever. Every minute counts and yet much valuable time is still spent filing and searching for service, accounting and sales file folders. Maximize productivity and increase customer satisfaction while solving filing problems with the ColorFile Filing System from Reynolds. No more lost and misplaced file folders or unsightly, overcrowded file cabinets. Reynolds ColorFile Filing System, customized and designed specifically for automobile retailers, is based on a proven technique used for decades in hospitals. If you have hundreds of files, this system s effective coding method will promote fast and accurate filing and retrieval each time. With bright color-coded end-tab labeling and open-shelf filing, misfiles are obvious and virtually impossible to overlook. Color-coding reduces misfiles. Color-coding is very effective because the human eye recognizes colors and blocks of color faster and at greater distances than it does letters or numbers. When used in a filing system, color-coding dramatically reduces misfile problems while saving your staff time and frustration. ColorFile reduces filing and retrieval time. Filing and searching for folders is much faster and errors can be easily recognized and corrected. When approaching the ColorFile system from a distance, users can recognize the section they need to access right away. Rapidly find needed files during warranty audits or times of high customer volume. Service files are typically filed by the last six digits of the Vehicle Identification Number (VIN), which are displayed by ColorFile labels that wrap around the folder s end tabs. The labeled folders are then divided into 100 groups and are first grouped by the last two digits of the VIN (like digits together 00 through 99). The remaining digits are then filed in simple, straight numeric order. This method produces a color-code pattern that will be obvious if the file is improperly placed. Filing by the last two random digits of the VIN helps distribute files evenly throughout the system. Spot misfiles at a glance.

3 Benefits of ColorFile One 36-inch wide, seven-shelf ColorFile cabinet (210 filing inches) will hold the equivalent of two conventional four-drawer file cabinets (200 filing inches) ColorFile system requires only 360 square inches of floor space. Two four-drawer files require 780 square inches of floor space. Open-shelving saves money and floor space. The Reynolds ColorFile system uses high-quality, openshelf file cabinets. These space-saving cabinets are designed without doors and can hold more files than traditional cabinets. One seven-shelf ColorFile cabinet can hold the equivalent of two conventional four-drawer file cabinets and only uses about one half of the floor space. And the savings don t stop there open-shelf cabinets even cost less than drawer-style file cabinets. File folder design speeds purging. With automotive-specific folders and systematic labeling, ColorFile can help your dealership purge your inactive files in a matter of minutes. Spend more time selling and servicing customers than laboring over a filing system. How does it work? Reynolds service folders have six prominently displayed end tabs made for filing by VIN. In addition, there is designated space for Model Year, Make of Vehicle, and last service date labels. Simply review the bottom service date on the ColorFile folder to quickly purge inactive customer files. This service date can also be used as a guide in mailing follow-up service reminders to customers. For the sales department, deal jackets display the first three letters of a customer s last name, as well as their full name. The two remaining label positions can be used for lease expiration dates, to purge inactive files or to conduct customer follow-up. Secondary tabs at top and bottom can show model year, make or last-serviced month and year customize them to fit your needs. Main tabs show last six digits of VIN for faster, easier identification. Use date-of-last-service labels to boost sales through reminder postcards and more. Keep tabs on service volume at a glance.

4 Customize ColorFile to meet your dealership s needs. Flexible and expandable, the ColorFile system can be adapted to meet the needs of your dealership. Choose from traditional individual labels or ColorFile Labels On-Demand software, plain or preprinted folders, stationary or mobile cabinets. Pre-labeling, floor planning, and conversion services are also available to help you conveniently convert to the ColorFile system. Labels available on sheets or in rolls. Choose from ordering traditional labels from Reynolds or create your own on demand with ColorFile Labels On-Demand software. The traditional individual ColorFile labels are brilliantly colored and polypropylene-coated to protect against wear and fading, and they are backed with a long-lasting adhesive to prevent peeling. For traditional labeling, Reynolds offers easy-to-order labels including a basic starter binder that includes numbers 0-9. The starter binder enables you to create all the codes necessary to label your system. Also available are label sets for month, year, make of car, and plain solid color labels. For speedier labeling, numeral labels are available on rolls. Labels for the Labels On-Demand system are constructed of brilliant white label stock and are designed for either laser or inkjet printers. Optional laminates help protect against fading. File folder options for every need. Reynolds offers preprinted, custom or plain folders for these and other uses. Service Sales/Deal Accounts Payable Human Resources Business Office Vendor Any other need ColorFile folders are designed to highlight whatever series of letters and numbers work best for the different departments of your dealership. Reynolds deal jackets are extra wide, envelope style folders that can store customer sales and lease documents, extra keys, warranty and delivery information. All folders are high quality and made of durable stock.

5 Label and Folder Options Labels On-Demand Produce new file folders up to 60% faster. The ColorFile Labels On-Demand system produces color-coded strip labels with brilliant colors and a selection of text options on demand! ColorFile Labels On-Demand software enables you to replace up to 10 individual traditional labels with one fully printed strip label, saving you time and money. Folders using ColorFile Labels On- Demand integrate seamlessly into existing ColorFile Filing Systems, or can be tailored to match your existing colorcoded filing system. The ColorFile Labels On-Demand Solution includes label software with templates that are compatible with the traditional ColorFile folder components: Color-Coded Alpha and Numeric Label Templates Year and Month Labels: For easy vehicle identification and file purging Make/Model Labels: To identify specific vehicles Text Labels: Labels for names, terms, descriptions, etc. As an added value, the software also includes templates for various other label applications such as Shipping Labels, Address Labels and Top Tab File Labels. Reynolds can also develop customized templates within this software to meet any other labeling need. Choose the template you want to use to create your label. Apply data to the template by creating a new database and hand-keying information, or by uploading an existing database. Preview and print.

6 Boost filing capacity without increasing floor space. To accommodate varying floor plans and space requirements, Reynolds offers a variety of open-shelf cabinetry. ColorFile cabinetry is designed to allow maximum visibility and access a key element in a color-coded system. Shelves easily and solidly interlock and fasten to form cabinets and each unit has built-in dividers to keep folders upright and in place. As your business grows or relocates, the equipment can expand or move with you. Square or Slanted Shelving Units With a simple and enduring design, these shelving units are constructed of heavy 18 gauge welded steel with reinforced corners and double folded edges for added support. With closed backs and sides to help prevent loss of folders, these shelves are available in many sizes to suit your space requirements. Track and Carriage System maximum capacity, minimum floor space. When your storage needs are increasing, but floor space is limited, install this mobile system. For example, a Track and Carriage System that is seven rows high with three cabinets in the back and two in the front can hold over 12,500 files and only requires 18 square feet. The front cabinets roll from side to side, allowing access to the cabinets behind them. Designed with anti-tip mechanisms, the system is very stable and simple to expand or relocate. Plus, an optional retracting shelf can be added to create a convenient work surface. Deluxe Mobile Cabinets security and capacity, all in one. By condensing rows and eliminating wasteful aisle space, you can double the capacity of your present filing area. You create an aisle when and where you need it. With a Deluxe Mobile system, rows of shelf cabinets become movable. They feature a retractable handle that moves rows smoothly and effortlessly to create an aisle where needed. Plus, for security, the system can be designed to completely close and lock. Deluxe Mobile cabinets come with a choice of end panel and carpet colors to complement your office décor.

7 Accessories Convert to ColorFile with ease. Power Summary Reynolds offers the services you need to make converting to the ColorFile system fast and easy. If you want to retrieve files quickly, if you want to save time and time, in the service department, is money then ColorFile is the only way to go. It s the best investment I ever made. Don Frick, Service Director, Tom Woods Pontiac-GMC Inc. Floor Plan To help you best decide which system to choose for your dealership, Reynolds offers floor plan services. Your Reynolds Document Consultant is available to assess your dealership s filing needs and recommend the right space-saving solution using the ColorFile Filing System. This service is provided at absolutely no charge, and as always, you will receive Reynolds legendary service and support. Pre-labeling Reynolds can ease the conversion of your existing system. Simply provide us with a listing of information for your existing files and we will apply ColorFile labels to your new ColorFile folders. The labeled folders will then be boxed and shipped to you for easy conversion. Storage Reynolds offers convenient storage boxes that can be used for storage of your inactive or purged files. Each carton has an area for recording information like franchise, model, year, beginning and ending VIN numbers and destruction date. Order ColorFile heavy-duty folders in multiples of five, and Reynolds will provide the storage boxes at no extra cost. Conversion Services Reynolds can provide a conversion team to help you physically convert your existing files to your new ColorFile Filing System. Financing A convenient, affordable financing option is now available. Monthly payments can help you manage your budget and business expenses, without the worry of larger, one-time investment costs. The ColorFile Filing System from Reynolds is an effective solution designed specifically for automotive retailers. Using color-coding and openshelf cabinetry, the system makes filing and retrieval of customer records fast and easy. Speed. The ColorFile Filing System dramatically speeds up filing and purging, giving your staff additional time for more important tasks. Plus, with Labels On-Demand, your staff can produce new files up to 60% faster than with traditional colorcoded filing methods. Efficiency. Color-coded files are easy to find and almost impossible to misfile. Purging files and identifying inactive customers is greatly simplified. Satisfaction. The ColorFile Filing System can dramatically reduce customer wait times that result from misplaced or misfiled paperwork. With rapid file retrievals, customers are happier and your dealership appears more organized and professional. Space savings. Open-shelf file storage can save up to 50 percent of your floor space over traditional filing cabinets. The filing track system can save you even more space.

8 Integration That Powers Performance Other Dealership Operations Improvement Solutions from Reynolds. Deal Jackets Keep your important paperwork safe and organized with Deal Jackets from Reynolds. You can find a style that will fit almost any need; from basic to complex jackets, regular and heavy stock and a rainbow of colors to choose from. All styles can be imprinted and there are a wide array of colors available for custom deal jacket designs. Accounts Payable Voucher Jackets These handy jackets keep all the information for a particular transaction together in one place, with space on the front to record the transaction. Unlike regular file folders, Reynolds Accounts Payable Voucher Jackets have closed sides to keep invoices from falling out. They are made of high-quality stock and can be imprinted to suit your exact needs! Financial Statements Keep accurate details about your dealership s financial activities with Financial Statements from Reynolds. We work directly with car companies on financial statements, ensuring accurate account numbers, and Reynolds Financial Statements are available for the majority of car companies. Compatible chart of accounts and overlays are also available, as well as compatible binders and indices. With Reynolds and Reynolds, you get more than just quality documents. You also receive free forms inventory management, fast delivery, convenient online purchasing, complete satisfaction guarantee, Valued Customer Programs, and the superior service of your dedicated Reynolds Document Consultant. For more information about dealership operations improvement solutions, contact your Reynolds Document Consultant or call The Reynolds and Reynolds Company. All rights reserved. Printed in U.S.A /03