One option is to use different color outguides to reflect different people
or departments.  In other words, red for Alan, blue for Susan, etc. or
yellow for accounting, purple for collections, etc.

Another option is to create a journal sheet where check-out slips have a
carbon strip at the top that inscribes key data about the record being
Checking-Out and the person checking out the record.  The check-out slip
can be placed in the out pocket of a vinyl/poly outguide so that everyone
always know who has the record, and as well, the journal sheet maintains a
master list of transactions.

Eric Collins, CRM
GBS Corp. (www.gbscorp.com)
877-427-0002

At 08:54 AM 4/3/01 -0400, you wrote:
>I was wondering if anyone has developed a better system of tracking the
>in/out procedure.  We currently do not have a bar coding system and our
>tracking system seems not to be working well. Currently we have cards in
>all of our employees boxes and when they request a file we write the names
>on the out card and then give them the files.  When they return them we
>cross off the name and put it back on the shelf. The problem is when
>another worker comes in and wants that file we might not know who checked
>it out so we have to look through all of the cards. Also, when the file
>comes back their isn't a clear way to show what worker checked it out.  Any
>help would be appreciated.
>
>List archives at http://lists.ufl.edu/archives/recmgmt-l.html
>Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance