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A
step by step guide to creating an organized filing system
INTRODUCTION
No one filing system works for everyone. In the end, the test of a good
filing system is being able to find something when you need it. However,
there are two basic recommended set-up alternatives:
-Establish categories for like items by subject (e.g., Hobbies)
-Establish an index based system with files identified numerically by item
(e.g., File 1=Document 1)
You can choose the method that makes the most intuitive sense to you. People
who have trouble categorizing may feel more comfortable with the indexing
approach.
Regardless of which type of system you choose, if you feel overwhelmed about
where to start, pick a group of papers in any pile. It does not matter where
you start…..you just need to start with a manageable subset of paper.
Active vs. Historic Files
Active files are those which you must access regularly. Historic files are
those that it is unlikely you will need to access, but which you must keep
for record retention purposes (i.e., tax files). Your inactive files should
not be kept in your active file space, if file cabinet space is limited.
These files can be stored in boxes in an out of the way location (since you
should not be accessing these files regularly). To create your active files,
follow the steps outlined below.
ORGANIZING BY CATEGORY
Step 1 Sort & Discard
Review your papers and discard any papers you no longer need to keep. If you
feel unsure about discarding an item, in order to make the decision easier,
ask yourself what's the worst thing that could happen if you throw it away?
It helps to put things in perspective.
When you decide to keep a paper, sort the paper into various
categories/piles. Use post-it notes to label the top page of each pile until
a permanent file location/category name is established later.
Use categories that are broad for sorting. For example, if you have lots of
information on various leisure interests, you can create a hanging file
called "Leisure" (vs. creating a hanging file for every type of leisure
topic in your papers).
If you have a major hobby such as photography, for which you collect a lot
of information, create a separate hanging folder named "Photography". This
makes more sense (so that the "leisure" file won't become too unwieldy).
You can create multiple interior file folders that reside within the hanging
file folder, each labeled with the category sub-topic. This makes it easier
to search by sub-topic. For example, within the "Leisure" hanging file
category you might have file folders for the sub-categories of Art, Music &
Reading.
Step 2: Determine Quantity Files Needed
Once you are finished sorting, count and double check the number of "piles"
you have to keep. The number of piles equals the number of hanging file
folders you will need for your active files. You should buy a minimum of the
same number of interior file folders to insert inside the hanging file
folders (more if you will have some categories with multiple sub-topics).
Step 3: Identifying/Labeling The Files
Create a set of hanging file folders and associated interior file folder(s)
for each pile and its sub-categories.
In order to maintain the transition from active to historic status at the
end of each year, the interior files should be labeled by subject and
current year (e.g., Life Insurance 2004). This dating approach is best for
those categories that involve monthly statements or bills.
For your hanging folders that do contain dated material, it is best to keep
static papers that don't change from year to year in front of the interior
folders (e.g., the life insurance policy versus the quarterly invoices).
This will make it easy to transition files from active to historical status
at year end.
Step 4: Estimate file cabinet size
Once you put the appropriate papers in the files, you can get a sense of how
many file cabinet drawers you will need. Using a single "Bankers Box" (heavy
corrugated storage box) to stand the files up to measure the inches in depth
needed is very helpful. These boxes are available at office supply stores,
and also will serve later for inactive storage purposes).
The total number of depth inches you have equates to the number of file
drawers you will need in the file cabinet. Be sure to measure the depth of
any file cabinet drawers you may be thinking of buying to ensure you'll have
enough space (allowing at least 4 inches in each drawer's clearance for
sliding & viewing files.
Maintaining The System Annually
At the end of the year, transfer the past year's interior files to inactive
storage. Keep the same hanging file folder in place, and create a new set of
interior file folders labeled with the New Year. Keep the "static materials
inside the hanging file folders from the past year.
Suggested Major Category Headings:
Automobile
Children
Computer
Credit Cards
Education
Employer
Frequent Flyer Programs
Fitness
Hobbies
Holidays
Insurance
Mortgage
Retail
Services
Legal
Investments
Subscriptions
Taxes
Travel
Utilities
Warranties
INDEX BASED ORGANIZING
Step 1: Discard & Pile
Review your papers and discard any papers you no longer need to keep. For
the papers you need to keep, sort your papers into a single pile (no need to
categorize).
Create the File Index
For each one of these papers or related group of papers (if that
relationship is very obvious to you), you will create a numerical file. You
will then record File #1's contents in an excel log (or other computerized
tool) that describes the contents of the file. For example, if I have a
utility bill from March 2004, you would make the description "March 2004
Utility Bill". This file description will get assigned a random file number
in a pre-identified location (i.e., File #1 in the office filing cabinet).
Should you ever need to find this bill again, you would do an Edit/Find
search in Excel and enter "March 2004 utility" to find it. The advantage of
this approach is it does not rely on categorizing. When your May 2004 bill
arrives, you can assign a totally unrelated file # to it.
You can create & record these indexes with Excel or Access by using their
search capabilities. There is also a software program called "The Paper
Tiger" from The Hemphill Productivity Institute that is designed for this
purpose, and it adds some nice bells and whistles (like tracking files that
have been pulled out but not put back). There is a free trial offer and tele-class
if you are interested (information can be found at their website http://www.thepapertiger.com).
The major disadvantage of the indexing approach is that you must maintain
many more files in your storage unit, as well as the data base to track
them.
Other Filing Tips
You should have "action" folders for bills to pay, things to do and pending
matters. This serves as a holding place for things you have not had time to
get to that week or that are pending, but that still require action on your
part.
It is also helpful to have a calendar file to keep things needed for events
already recorded in your calendar (e.g., directions to event, handouts,
etc.)
You can use color coded folders to visually identify subject categories
You can alphabetize your file folders by hanging folder tab name, but if you
use staggered file tabs, you'll have to redo the order every time you add or
delete a subject.
Pendaflex, a leading manufacturer recommends that files should be no more
than ¾" thick. If you need a file with a greater thickness, you can use the
"box bottom" hanging folders.
Copyright 2004 - All Rights reserved
About the Author: As The Organizing Wiz,
Ilene Drexler works with residential clients who are typically "overwhelmed
by their stuff" and who want to get organized in their home or home offices.
As a member of the National Association of Professional Organizers (NAPO),
as well as the National Study Group on Chronic Disorganization (NSGCD),
Ilene is a part of the industry's leading resources for professional
organizing. Ilene has honed her organizing skills during 20 years working in
corporate operations management, where her work was focused on redesigning &
streamlining processes, as well organizing project teams.
The Organizing Wiz
Phone 917-301-1981
Fax 212-828-3663
Email: ilene@organizingwiz@com
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