Hi Anna,
The best way to set up your numbering systems is to assume that your
locations (rooms) will change - and probably sooner than you think :).  A
straight sequential numbering system is the best so you won't be locked
into specific rooms, aisles etc.  All you need is a simple map that says
Locations 1-350 are in room 212 and 351 to 500 are in room 356.

Next you apply labels to your slots/shelves starting on the far left and
the highest shelf.  Depending on the shelving you have (36 or 42 inches
wide) assign your locations 3 to 4 across and from top to bottom down the
first set of shelving then start at the top of the second set of shelving
and work your way down the aisle.  Turn to face the shelves behind you and
do the same snaking your way around the room in this fashion.  This makes
it much easier to search for a location when you are retrieving or
returning the boxes.  This is also much easier for new employees to find
their way around - we all understand sequential numbering.  If you have
front and back locations for each slot that is fine you don't need that on
the label - that is covered in the training for your staff.

Although you didn't mention this I am assuming that your boxes have unique
numbers that do not relate to the location numbers. So you will track both
the box number and the location number.  I unfortunately inherited a system
once where the boxes were assigned the "location number".  That was very
interesting when some boxes were destroyedl and new boxes acquired the old
number - not good for audits.

This is very simple, but if you want to discuss let me know.
Thanks

Mary

Mary W. Haider, MBA, CRM
Records & Information Manager and Consultant
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865-983-1371

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