Find out the Problems of Storage System within the Japanese
Workplace
Study on the Storage System Organization in the Japanese Workplace
Nermin ELOKLA*, Yoshitsugu MORITA **, Yasuyuki HIRAI***
*Kyushu University, Faculty of Design,9-1Shiobaru4-chome,Minami-ku,Fukuoka,815-8540Japan
[email protected]
**Kyushu University, Faculty of Design,9-1Shiobaru4-chome,Minami-ku,Fukuoka,815-8540Japan
[email protected]
***Kyushu University, Faculty of Design,9-1Shiobaru4-chome,Minami-ku,Fukuoka,815-8540Japan
[email protected]
Abstract:
The purpose of the present study is to determine the main problems of storage system in the Japanese
workplace whether they are related to the file cabinets or desk space and analyze the reasons that led to their
occurrence. For case studies, we visited Japanese companies of furniture design in Fukuoka city to evaluate the
current storage system in their workplace. So based on observation, hearing, taking pictures of storage units and
making questionnaire for workers, the following are the major findings resulting from this study. The main problems
of storage system were related to the desk space and its files organization:- 1- There is not enough space available for
working on the desk top because files are piled up on it. 2- Worker couldn’t sit well because files are stacked under
their desks. 3- Workers could not deal with their client speedily, furthermore loose of work time because they could
not find the file which they need when they need it easily. The first problem is attributable to the following reasons:A- Filing management is not adequate because it is restricted by following a certain rule for keeping files.
B- Personal style which means the way of thinking for organizing documents within the desk space is different from
one worker to the other. C- Desk space is inefficient for an excess number of documents. D- Workers have no enough
time for organizing and maintaining documents regularly. E- The organization of file cabinets within the workplace is
not convenient for the location of the worker’s desk. Concerning the reason of second problem, we detected that the
filing management is the main factor for its occurrence. Moreover, the third problem happened because files are not
organized well within the desk. This study recommends reorganizing desk space to overcome those problems.
Key words: Japanese Workplace, Storage System, Desk Organization
1. Introduction
At present, most of researches on storage unit are concentrated on discussions of its design, function, quality,
capacity as well as history for home usage and others [1-3]. The guideline of evaluation an effectiveness of storage
unit within the workplace is limited. Storage unit is possibly the most important aspect of office furniture [4].
Although the term “office storage“ typically calls to mind rows of metal file cabinets, storage today’s workplace
takes on a more varied and dynamic role in work support. The satisfaction with storage unit is not measured only
by the storage capacity, but also by the appropriateness of storage devices to work tasks and documents to be
stored [5]. The purpose of this study is to determine the main problems of storage units whether the file cabinets or
desk space and analyze the reasons that led to their occurrence. In addition to recommend solutions for
overcoming them.
2. Method
The method of survey which is pursued for getting the results was as follows: First; four Japanese companies of
furniture design in Fukuoka city were visited as a field survey. Observing, hearing and taking pictures to evaluate
the current storage units e.g. its types, ownership, location, function, size and capacity. Furthermore filing system
e.g. organizing and managing the files. Second; by making questionnaire for workers to recognize which storage
unit inside the workplace they complain from either file cabinets or desk unit.
3. Research Findings
3.1 Storage units type, ownership, location and function in those companies
Based on the survey, we categorized storage units in those companies into two types as follows: desk unit and
file cabinets which include low and wall units.
Desk Unit: It includes desk top and pedestal. It is for personal usage and its location is inside the workplace.
Desk is usually used for placing the personal file “file of individual task”. Since an existence term of files within
the desk space comparing to file cabinets is short term, so we called it “placing unit” (See Fig.1).
Low Unit: It is used for keeping the personal and group working files. Its location is inside the workplace (See
Fig.2).
Wall Unit: It is usually used for keeping communal files which are accessed by all the workers in one section
and its location is inside the workplace (See Fig.3). Low and wall units are used for keeping files which are
expected to get to soon. Since an existence term of files within them comparing to desk and archive is mid term,
so we called them “keeping unit”.
Archive: It is for communal usage and its location is outside the workplace. The primary function is to save files
which are infrequently accessed by different people. Since an existence term of the files within the archive is long
term, so we called it “saving unit” (See Fig.4).
Fig.1”Placing Unit”
Fig.2
“Keeping Unit”
Fig.3
Fig.4 “Saving Unit”
3.2 The size and capacity of storage units inside the workplace
The capacity of each unit to keep A4 paper size “the common size use in the Japanese companies” can be
defined in term of “File Meter Unit”( FM ), 10cm= 0.1FM. Based on the survey, the following are an average
capacity of file cabinets, furthermore desk unit:
1- Desk unit has two types of desk top and pedestal in those companies:
Desk top type A has two drawers for keeping stationery. The size of desk top is W120cm x D70cm and an
available space for placing files is about 40cm= 0.4FM (See Fig.5).
Desk top type B has three drawers for keeping stationery. Its size is W140 cm x D70 cm and an available space
for placing files is about 50cm= 0.5 FM (See Fig.6).
Pedestal type 1 has two drawers and both of them are suitable for keeping A4 paper size. Each drawer’s size is
W40cm x D58cm and its capacity is 50cm= 0.5 FM. So the total capacity of unit is 0.5 FM x 2 shelves = 1 FM
(See Fig.7).
Pedestal type 2 has three drawers. First drawer is convenient for keeping stationery, second one appropriates to
keep A6 and B5 paper size. Third drawer is suitable for keeping A4 paper size, Its size is W40 cm x D58 cm and
the capacity is 50cm= 0.5 FM (See Fig.8).
2- Low Unit: There are several types of low unit, e.g. lateral, open, and slide unit. Theirs size are W90cm x
D40cm x H105cm and the capacity of one shelf is 90cm= 0.9 FM. The total capacity of low unit which consists of
three shelves is 0.9 FM x 3 shelves = 2.7FM (See Fig. 9).
3- Wall Unit: Its size is W90cm x D40cm x H210cm and the capacity of one shelf is 90cm=0.9 FM. Usually It
consists of six shelves so the total capacity is 0.9 FM x 6 shelves = 5.4 FM (See Fig. 10).
Elevation
Side Veiw
Fig.5 Desk Top Type A
Fig.9 Low Unit
Elevation
Side View
Fig.6 Desk Top Type B
Elevation
Side Veiw
Fig.7 Pedestal Type 1
Elevation
Side View
Fig.8 Pedestal Type 2
Fig.10 Wall Unit
3.3 Files Classification and Its Home
We classified the personal files into three groups based on the frequency of usage. First group is “alive file”an immediate file which the worker is currently working on. It is placed on the desk top surface. Second group is
“expected files”- files which the worker plans to use them during this year. Those files include both a new project
which the worker doesn’t work on it yet and an old project which is already finished but the possibility to reuse it
during this year is about 30%. Expected files are kept within the desk unit and file cabinets. Theirs homes within
the desk space relay on the personal style of desk space organization “see personal style definition”. The average
existence term of files whether alive or expected files within the desk unit is ranging from four to six months. The
average existence term of expected files within the file cabinets is ranging from one to one and a half year. Third
group is “archival file”- file which the person is seldom using it, the possibility of its usage during this year is less
than 5%. That file usually is saved in archive zone. The average existence term of it within archive is ranging from
five to ten years.
4. Result of the Survey
The following questions were distributed among seventy one persons “clerical staff” who work in those
companies to recognize which storage unit inside the workplace they complain from whether the file cabinets or
desk unit. In the beginning, we concentrated on determining the unit which has a majority of complaints, then
focused on its primary problems and the reasons that led to theirs occurrence.
Q1: Inside your workplace, which storage unit do you complain from?
2
37%
1-63% of workers complained from desk unit.
1
63%
Fig.11 Storage unit’s complaints
2- 37% of workers complained from file cabinets.
As the majority of complaints referred to the desk unit (See Fig.11). This
shows that the workers consider the desk as a unit for working and a storage
of their documents. Therefore this study is focused on defining the primary
5
3%
4
12%
problems of desk.
6
5%
Q2: What is the main problem of your desk? (See Fig.12)
1
38%
1- 38% There is not enough space available on the desk top for working
because files are piled up on it.
2- 16% Files are stacked under the desk so workers couldn’t sit well.
3
26%
3- 26% Workers couldn’t find the files which they need easily.
2
16%
4- 12% No secure place on the desk top for keeping an important file
Fig.12 The main problems of desk
5- 3% The quality of desk is not well
6- 5% others
Since we observed that the primary work surface was largely devoted to storage of information such as alive,
expected files and daily references rather than cleared area which performs tasks like reading and writing.
On the other hand, some workers feel uncomfortable during their work time because old
projects are stacked under the desk, so no enough space for sitting well (See Fig.13).
Furthermore, the questionnaire is detected that both those problems and the problem of files
accessibility have high percentage of complaints. So first, second and third problems of
desk unit are selected to determine the reasons that generated their happening.
Fig.13 Desk Space
Q3: What is the primary reason which caused each problem?
Organization
According to the survey, we identified that the first problem of desk top space
5
8%
4
19%
1
29%
has generated because of the following reasons:
1- 29% of workers mentioned that the filing management is not adequate.
2- 23% Personal style.
is inefficient.
3
21%
2
23%
3- 21% of workers answered that the capacity of desk
4-19% of workers remarked that there is not enough time for
organizing and maintaining desk’s files regularly. 5- 8% of workers
complained that the file cabinets organization within the workplace is not
Fig.14 The reasons that
convenient for the location of their desk (See Fig.14).
cause the desk top problem
Concerning the second problem of stacking documents under the desk. The
majority of workers agreed that the disadvantages of filing management are
the main factor of its occurrence. About the third problem of finding difficulty
to access the files that is because files are not organized well within the desk.
5. Discussion
We divided the problems of desk unit into two parts. First part includes two problems which they refer to the
desk space organization, in other words: the distribution of files within the desk space. Second part concerns with
the files organization, e.g. displaying and retrieving files within the desk space. Moreover, the reasons that
generated the previous problems are classified into three groups based on their subject. Group A is furniture, It
includes the desk unit’s capacity and the location of file cabinets inside the workplace. Group B is workers, it
includes the personal style and worker’s time. Group C is filing system, it includes filing management e.g. “file
cycle and information recording” furthermore, files organization (See Fig.15).
The reasons
The problems
First part: Desk Space Organization
5.1
The capacity of desk unit is inefficient
A
There is not enough space available
on the desk top for working because
Furniture
File cabinets organization is not convenient
5.2
files are piled up on it.
1
for the location of worker’s desk
Workers couldn’t sit well because
B
5.3
Personal style
old documents are stacked under the
desk.
2
Workers
5.4
Worker’s time is limited
Second part: Files Organization
Workers couldn’t deal with their
C
5.5
Filing System
Filing management is not adequate
Files are not organized well
5.6
5.5 loss of
client speedily, furthermore
work time because they couldn’t
3
find the file which they need easily.
5.6
Fig.15 The relationship between the problems of desk unit and their reasons
5.1 The capacity of desk space is inefficient
Since technology becomes cheaper and more powerful than before and work speeds up so the proliferation of
information becomes easier and faster. Workers need to keep greater quantities of information within their desk
space but sometimes information increases more than the available desk space that force workers to put their
documents on the desk top. As the office space standard continue to decrease in response to real estate costs and a
tight economy – and as the proliferation of technological hardware takes up a greater percentage of the desk space
available [5]. Furthermore, the individual workspace size has decreased because the organizations have increased
the space for group work. For example, the average work space per person shrunk from 11.21square meter in 1995
to 10.19 square meter in 2001[6]. So it becomes more difficult to yield the amount of horizontal space the groups
require to sustain the space of personal storage units. This means that workers must utilize their desk space more
efficiently than before.
5.2 File cabinets organization is not convenient for the location of worker’s desk
The other sight was observed in some offices is locating the file cabinets far away from the worker’s desk.
They are not facile to reach that lead workers to keep expected files within the desk area for easy access.
5.3 Personal style
In those companies, there are three approaches of distributing and arranging documents within the desk space
as follows: 1- First approach depends on keeping alive and expected files visible – arranging them in plain view
throughout the desk top space. When the desk top is overloaded, worker keeps the remainder files in the pedestal.
Workers use this pattern to recall them what are in these folders, furthermore for helping them to keep track of
what works they should do. We classified people who apply this approach into two types based on their way of
ordering the files as follows: A- “Liner”: worker who arranges line of folders- place one beside another
“horizontal arrangement”. Some of liners set up filing system which helps them to find files easily (See Fig. 16).
In some cases, liners select unsuitable file tools within the desk top that lead to shrink its available space for
working. As shown in (Fig.17), however the desk top space is limited for keeping documents. Worker utilized the
file box which needs sufficient space for its big thickness even with a small quantity of information. Another sight
was observed that some of them use unsystematic way of arranging files. As shown in (Fig.18), worker arranged
the files without using dividers so the diagonal status of files occupied large space. B- “Piler”: worker who
arranges pile of folders- place one upon another “vertical arrangement” (See Fig.19). Piler usually doesn’t utilize
any filing system which guides him to find files speedily.
2- Second approach depends on keeping information
out of sight. We called worker who uses that approach is “filer” because he places his files within storage units: he
usually places the current work “alive file” only on the desk top and documents that are not working on within the
drawers. He usually sets up a certain filing system to keep track of his files. The benefit of that method is to
provide him a clear work surface for working and gain a sense of control (See Fig. 20).
3- Third approach is that
worker who doesn’t have a certain way of arranging and distributing files within the desk space. We call him
“moody”- he organizes his desk space based on his mood of each day. According to previous definitions of each
approach, we detected that the complaint of desk top space is insufficient for working usually refers to both of
liners, pilers and some of moodies styles ( See Fig.21).
1
28%
4
34%
1: Alive file
2
3
3
19%
2
19%
1
Fig.16 Liner
2: New project
3: Old projects
&invoices, etc.
Fig.17 Unsuitable
Fig.18 Files
File Tools
Organization
Fig.21 How Japanese Workers
Described Themselves
1- 28 % Piler
2- 19 % Liner
3- 19 % Filer
4- 34 % Moody
Fig.19 Piler
Fig.20 Filer
5.4 Workers have no enough time to organize and maintain the documents within desk regularly
Some workers organize their documents within the desk weekly and others monthly. Today as the office work
is going faster, workers have more responsibility, more tasks to do in less time. They work on several projects,
doing variety of functions while working individual or in groups. This multi-tasking may be created a mess, they
have more information to process and less time to file or otherwise organize it regularly.
5.5 Filing management is not adequate
In those companies, information usually is passed by four stages before the workers toss it. First stage of the
file cycle is “Occur”: information is took place within the workplace. Second stage is “Process”: the person works
with it and useless information which it is obtained from the internet articles, e-mail notes, etc. is disposed of.
Third stage is “Keep”: the needed information a person keeps it whether on the paper media or digital form. By
the end of last decade, 92% of the information was kept on paper, 3% on microfilm and 5% in digital form [7].
According to the survey, we detected about 20% of information is recorded in the digital form such as document
which doesn’t have seals, stamps, etc. Furthermore 80% of information is kept on the paper media such as,
confidential data, invoices, contract, etc. Forth stage is “Save”: the information which is already reserved on the
paper media inside the workplace after one and a half year is transported to archive and saved there from five to
ten years then they are tossed. Based on the survey, we detected that the negative consequences of filing
management which lead to proliferate the papers over than the available storage space so that workers stacked
them under the desk or on the desk top are as follow:
1- An existence term of documents whether inside the workplace or archive is long.
2- Few workers complained that they have no enough freedom to toss the paper which they don’t need. They
should conform to the previous rule.
3- Others mentioned that many copies of one file are kept in the same section within the workers desk space.
5.6 Files are not organized well
According to the survey, we identified most workers who have difficulty to access their files usually don’t set
up a certain filing system e.g. coding and labeling system or classifying their files to find them easily. Those
workers have no track which guides them to the location of the required document. They rely on their memory to
remember where information is. About 49% of workers relay on their memory, 27% of them set up a filing system
and 24% of them mentioned that they apply the filing system in some documents but other documents they relay
on their memory to find them ( See Fig.22). Actually, mapping works well in two states: Firstly; if the worker is
the only one who needs to get the information, and his mental map reaches him to the information he needs.
Secondly; If the number of folders are limited, then the system works. But mapping has its limitation because it is
hidden. Today the great quantity of papers challenges people’s ability to remember where everything is without
visual sign. Furthermore, if other persons need to access information from that desk when its owner absents, how
do they know the place of the required information? (See Fig.23).
3
24%
1
49%
2
27%
Fig.22 How Japanese workers organize
their documents within the desk
Fig.23 No visual sign is used for helping worker to access the files easily
6. Recommendations
We recommend reorganizing desk space and its documents for overcoming the previous problems. Workers need
the opportunity to learn strategies for organizing their work to save their time of retrieval documents and to be
comfortable during the work time. Four steps are suggested for reorganizing desk space and its files as follows
(See Fig.24): 1- Reduce as much as of clutter which delays the work and causes stress. Actually, desk top is
supposed to be a work space- not a display or storage space. Papers can be at a minimum within the desk space by
conforming these steps: First: determine which information is necessary to place it within the desk based on the
frequency of its usage, moreover the importance and relevance of it to work. Second, relocate the papers that are
used infrequently, shared and duplicated files from desk space and keep them in the file cabinets. Third, toss the
needless papers.
2- Arrange the papers for better display and retrieval as follows: First, classify the documents into groups based on
their subject “place like subjects together” e.g. financial group, marketing group, administrative group, etc.
Second, select the proper file tools based on an available space and the quantity of information.
1
Determine
2
Relocate
Classify
Arrange
Reduce
Select the Tools
Toss
Apply a Visual Key
Desk Organization
Fig.24 The Cycle of Desk Organization
Stretch desk space
Assign a Home
Regular Maintenance
Distribute the files
3
4
There are three common types of file tools used in the Japanese companies for keeping documents: Binder, folder
and file box. The advantages and disadvantages of each type are as follows:
“○: advantage
●: disadvantage”
Binder: (See Fig.25) ○Its label space is enough to write clear contents for easy visibility.
● Its thickness doesn’t change even with a small quantity of papers. ●Not easy to file, it needs to hole the paper.
Manila Folder:- (See Fig.26) ○ Easy for access the file and filing the papers.
Worker has two choices for keeping the folder- first choice is put it directly in the drawer:
● It is difficult to access the file from the tall cabinet. Second choice is by keeping it in the file box:
“File box” (See Fig.27) ○Its label space is enough to write a big title for easy visibility.
○ The capacity of file box is bigger than binder (See Table 1).
● Need space to keep because of its thickness.
Table1. Comparative Studies between the Size and Capacity of the File Tools for Keeping A4 Paper Size
Types
Thickness
Max
Binder
Width
Height
~ Min
7.5cm
5.5cm
capacity
Max
24.2 cm
30.7cm
700 papers
~
Min
450 Papers
Desk drawer size (W394xH321xD580)
FM of the desk drawer
700 papers in one binder (FM= 5 binders).
Total= 3500 papers in the drawer
Folder
2cm
5 mm
31.1cm
25.5cm
200 papers
one paper
200 papers in one folder (FM=270 Folders )
Total= 50000 Papers in the drawer.
File box
10.2cm
31.7cm
26cm
Folder 1 Paper (100 Folders)
One file box contains 6 folders, each folder
Folder 50 papers (20 folders )
has 200 papers (FM=Five file boxes).
Folder 200 papers (5 folders)
Total = 6000 papers in the drawer
Fig.25 Binder
Fig.26 Folder
Fig.27 File Box
Based on the previous explanation, the pedestal, overhead bin and shelf are convenient homes for placing both of
the file box and bulky binder. Since the desk top space is limited so it is better to place small binder, folder or
plastic sleeve on it. Third, apply a visual key for both personal and communal usage. After the documents have
been sorted into groups, utilize coding system such as different colors, materials “e.g. plastic sleeve, paper folder”
or design. Other way, by using cue “e.g. red clips for confidential file” or tab coding “by altering tab position to
communicate important information to yourself, e.g. normal information is in folder with a right tab, confidential
information is in folder with a left tab or use for confidential files white tab and for normal files other colors”. As
well as labeling system, which requires placing a simple and clear title on the tab. All those choices are necessary
to differentiate one collection from another and between several like subjects in one group: Coding and labeling
systems are not only aiding workers to find information speedily, but also helping them to return information to its
home easily.
3- Assign a proper home for each document within the desk space. By stretching the desk space to be adapted with
the quantity of information. There are many effective options for increasing the desk space and helping workers
especially pilers and liners to keep important files in plain view, in other meaning: the contents of documents
visually present. By going vertically instead of relying totally on the horizontal space of desk top, such as using
shelf (See Fig.28), overhead bin ( See Fig.29)[8], diagonal tray (See Fig.30), file holder (See Fig.31), vertical tray
(See Fig.32)[9], file stand or vertical box. All the previous alternatives fit well for horizontal arrangement of files
which considers an adequate way to see the title of files easily. Second step is distributing files within the desk.
The frequency of usage is the key to theirs location, the more you use it, the closer it should be to you[10]. Think
about what you want to keep visible and what can be put away, out of sight. Based on that, it is better to devote the
desk top surface for alive file. Place new projects and daily references which require easy accessibility and
visibility within the pervious additional vertical surfaces. On the other hand, appropriate the pedestal for placing
the old projects. As the desk drawers numbers are limited so worker can put many categories in a single drawer.
Use dividers to separate them and also for space saving. The arrangement of files within the drawer relys on the
frequency of usage, e.g. the front of drawer assigns for the frequently usage files then infrequently usage files.
Straight line filing usage with all tabs in the same position lined up one behind the other is much more peaceful
and easy on the eye[11]. When those projects are more than desk drawers, in that case keep them within the file
cabinet which is better to be close to the desk. Eliminating excessive movement makes workers more productive
and comfortable [12].
Fig. 28 Shelf
Fig.29 Overhead Bin
Fig.30 Diagonal Tray
Fig.31 File Holder
Fig.32 Vertical Tray
4- Regular maintenance is important for keeping organized system works. We strongly recommend that worker
devotes about five or ten minutes to clean up his desk at the end of each workday. Daily maintenance is more
better for saving time and effort than weekly or monthly purification.
7.Conclusions
This study is concluded that the main problems of storage unit within the workplace referred to the desk space
and its files organization as follows: A- papers are piled up on the desk top so no enough space available for
working. This problem generated because of the following reasons: filing management is not adequate, personal
style, the capacity of desk is not enough, the file cabinets organization within the workplace is not convenient for
desk’s location and worker’s time is limited for organizing and maintaining information regularly. B- The
documents are stacked under the desk so workers couldn’t sit well during the work time. This problem happened
as result of the filing management is not adequate. C- Workers couldn’t find the files which they need easily
because their files are not organized well within the desk. Four steps are suggested to overcome the previous
problems. Those steps and their main purpose are as follows: First step “reduce the quantity of the papers within
the desk space” helps worker to defeat the disadvantages of filing management. Second step “arrange the files” is
important for better accessibility and visibility by classifying the files into groups, selecting the proper file tools,
furthermore by using coding and labeling systems. Third step “assign a proper home for each paper” is to solve the
problem of desk capacity and the personal style. By stretching the desk space to be adapted with the quantity of
information, then distributing the papers based on the frequency of usage. Fourth step “regular maintenance” is
essential to keep the previous system works well.
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