An automated system and process for managing paper files, particularly
medical records contained in file folders and the like, in a file storage
system having a predetermined size or limited expansion capacity. A shelf
manager system includes a computer program and database which tracks the
thickness of individual file folders, the capacity of storage shelf
sections, and the percentage of free space remaining in each shelf
section. The thickness of each file folder is measured whenever the file
folder enters or leaves the primary file storage facility. File folder
thickness is computed by weighing the file on an electronic scale or other
caliper-based measure device. When occupied shelf space exceeds a
threshold percentage for a shelf section, file folders are purged
according to the likelihood that certain files will not be requested in
the future by applying purging algorithms to the individual files. In an
alternative embodiment, document image scanning provides multiple copies
of pertinent file information to fulfill multiple pending file requests.
In another alternative embodiment, the file folders include radio
frequency identification tags for passive detection of file folder
identification. In a still further alternative embodiment, data from the
shelf manager system controls a digital printing press to create direct
print color-coded file folders for use with the shelf manager system.
