Success Story: District School Board of Collier County, FL 
 

    
 
 
The District School Board of Collier County, FL wanted to solve the problem of better managing the student files in their schools. With five new elementary schools ready to open soon, as well as existing schools with record storage issues to resolve, the administration needed to identify and implement a solution as quickly as possible.

 

Assessment

Three factors were identified for correction.
  • Current files were stored in top tab folders in both lateral and 4-drawer vertical files, which took up a significant amount of floor space.
  • The lateral and 4-drawer files that were being used did not provide for quick access of the file folders.
  • Files were often misfiled and there were sometimes multiple files for each student.
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     Needs

    The solution to be implemented had to satisfy four basic needs in order to be successful in resolving the issue.
  • The floor space required for storage would have to be reduced.
  • Access to the student files must be quick and easy.
  • Misfiling and multiple files would have to be eliminated.
  • The system had to be consistent from school to school as files were transferred when students relocated.
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    The Solution

    Members of the administration, a state records consultant, and Andy Meadows of MBS, Inc. designed a system that combined several different products for one complete solution. Using Tennsco shelving, Jeter mobile and lateral systems, Colorflex On-Demand color labeling, and MBS, Inc expansion pockets, all of the needs were satisfied. The Tennsco open shelving allowed for easy and quick access to student records without time wasted to open and close doors or drawers. Each school reduces storage space by choosing the combination of mobile, lateral and stationary system that best fits the area used for filing by the school. The color labeling system will allow for fast creation and identification of student folders, plus eliminate misfiles. As a bonus, MBS, Inc. color-coded expansion pocket folders will hold several types of student folders all together in one new folder, which reduces conversion time and expense.

    The system enabled the schools to store between 50% and 100% more records in the same amount of space they were using in the past. Record retrieval and filing time were much reduced by the increased access to the files and the elimination of filing errors. Files are created much more quickly than in the past and do not need to be converted when transferred from school to school, both of which result in time savings. Tennsco open shelving is now a standard for this school system.

     

    		  
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