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At
the risk of being tediously redundant, I'm going to say
it again: Keep the paper flowing to its final destination.
Oops, you say there is no final destination? Well, my
friends, that is what piles are made of — lost paper looking for a home.
Creating a filing system that works for you is like finding
the pot of gold at the end of the rainbow. A good filing
system will put you back in control, enhance your professional
image and increase productivity. According to Susan Silver
(Organized To Be The Best!, Adams Hall Publishers,
1995), when it comes to files and piles, people have three
fears. Do any of these haunt you?
-
Afraid
to make a decision. If you don't know what to
call a piece of paper, you'll end up calling it nothing.
If it doesn't have a name, it doesn't get a home.
Such orphans collect in unnamed stacks, piles, drawers
and in-boxes.
-
Afraid
to discard anything. Heaven forbid you should
throw anything out — you might need it someday.
-
Afraid
you'll never see it again. Filing an item in some
systems is like flinging it into a black hole. If
that describes your system, stacks and piles are indeed
a lot safer.
The point of filing is easy placement of — and access to — information. Make it happen NOW.
Step 1: Separate "Working" from Archival Material
There are two basic types of files: temporary (working)
and permanent (archival). Determining when and
how often a file will be used should tell you which type
it is. Temporary files include the following:
-
Action
items — frequently used items requiring regular
decisions and action
-
Project
items — Plans, notes and documents related to
current projects
-
Reading
items — must-read materials from any source
Step
2: Label Working Files
Label action, project and reading files by purpose or
function, e.g., "Prospects," "Marketing," "Education."
Use broad, generic headings that are meaningful to you.
If the files are shared, the categories and headings must
make sense to everyone involved.
Tips:
-
Don't
create "thin" file headings that are hard to keep
track of. Use headings that cover a substantial amount
of material (up to 2 inches of paper . . . box containers
are great for thicker files).
-
Design
your system, complete with headings and sub-headings,
before actually creating the files.
-
Use
nouns for headings. Adjectives tend to get lost in
memory.
Step
3: Choose Locations and Fixtures
Decide who will be using the files, when they will be
used, and how much room is available for storage. Should
the files be in, or close to, your desk for frequent retrieval?
Should they be centrally located, accessible to several
people? Is security a factor?
Choose appropriate fixtures for holding files. "Hot files"
are receptacles that attach to the wall next to you and
hold about 100 sheets of paper. File cabinets can be vertical,
lateral or open shelf. Choose wall storage units or rolling
file racks. The type of organizing fixture depends on
your space and needs. Don't forget that binders work well
for storing articles, newspaper clippings, reports, job
descriptions, policies and procedures, and other reference
materials.
Step 4: Arrange the Files
Once you have appropriate fixtures in place, decide how
you want to arrange your files. Choices include:
-
Alphabetically
— great for client or customer name files.
-
Subject
— a good choice if you're using subfolders.
-
Numerically
— excellent for dated material, such as
purchase orders and bills.
-
Geographical
— appropriate if you have satellite operations.
-
Chronological
— a good solution for back-up files that
need to be set up by month.
-
Tickler
files — great for very detailed tasks, such as
tracking bills, correspondence and reading materials.
Set up tickler files by the day, month, and/or year.
Special
Filing Categories
Product samples, photos and catalogs are examples of items
that don't readily fit into file folders. Organizing fixtures
for filing or storing such items include:
-
Boxes
that hold both samples and hanging file folders
-
Cardboard,
metal or plastic holders (great for magazines and
catalogs) that sit nicely on your bookshelf
-
Tubes
that accommodate large, rolled-up prints or maps
-
Large
envelopes that hold oversized papers in the bottom
of a file drawer
Permanent
Files
After the project is finished or the action complete,
temporary files move into the permanent file category.
Moving from temporary to permanent files requires analysis
and purging. Decide if items contain quality information
worth keeping and storing. Are they timely? Can they be
obtained elsewhere? Are they accurate and reliable (and
will they continue to be so)? How will you use them in
the future?
Once you decide to store a file, it is absolutely necessary
to set up a retention schedule specifying how long
the material will be kept before purging. Without a retention
schedule, your office files will eventually flow into
any space available, including public storage units. Maintain
the retention schedule separately from the files themselves.
The dates for consideration/purging should show up on
your calendar (or a shared calendar) and should be the
same every year so that consideration/purging becomes
a habit for those involved.
Be Prepared!
Make it as easy as possible to add new files to your system.
Keep a stock of labels, folders (manila and hanging),
tabs and other filing materials close at hand. Be ready
to quickly create a home for any lost piece of paper.
Regain control. Manage the paper. A good filing system
is the key to success!
Sally
Allen, Professional Organizer
A Place for Everything, LLC www.aplaceforeverythingllc.com
"Organizing for Stress Free Living" at 303-526-5357
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