Yet, everyone wants an organized office, right?

by Shirley Lee

True, I’m not typical because I really don’t hate filing.  In fact when it makes my searches shorter and easier, I actually like it.  So will you once you get organized and start your home or business office the right way.  The right way helps most of us not get lost in the paperwork shuffle when it comes time to find that important document that we know we saved.  Some simple tips on storing, setting-up, sharing, and maintaining your new filling system can make the job easy rather than dreadful. 

Store

First, you should determine where you will store your files.  Will they be in an easily accessible desk or credenza drawer?  If you do not have drawers available, should you use a file box on a shelf or movable file cart?  If there are a lot of files, are they better suited to a file cabinet?  If using a file cabinet, should the files be located in your office for quick access or stored somewhere else?  Once you make this decision and have the storage location set-up, you will move to developing the file system.

Set-up

When setting up a filing system, keep it simple so you and others will not dread maintenance.  Use hanging files or selected drawers for main categories, and then place folders in the hanging file for sub-categories.  When developing a file system, determine how many major categories you will need for the files.  For most file systems, this can be limited to major categories between six and ten. Then create sub-categories within the major categories, if necessary.  File main or major categories in order used most to least using hanging files with marked tabs.  Make subcategories within the major filing be alphabetical, date, or numerical to make searching for folders easier.  For example, filing financial data makes more sense by date, since you file taxes by year and pay bills by month.  Filing customer information would be alphabetical by client name.  File research and periodical clippings by subject category instead of by source name for quick retrieval.  Whichever filing system you use, always file the newest documents in the front of the folder since you typically search for the most recent version of information. 

Share

If using a shared filing system that is set-up in a way other than alphabetical, numerical, or date, then include a typed information sheet or index card on outside of file location so others can understand the filing system.  For those files used by multiple people or that contain multiple folders, create markers for the location of the file when it is removed.  These markers may be empty folders labeled “Out”.  Using a marker makes it easy to see that a folder is missing as well as where to put it back to reduce filing time.  If you wish to further secure files and make sure they are returned you may want to also have an in/out log of who took which file and when it was brought back. 

Maintain

Regular file maintenance includes both regular filing and keeping files compact and up-to-date by planning regular times to purge files of old or no longer relevant data.  Try to file a document as soon as you are finished with it.  If files are not conveniently located for instant filing, try to file everyday at the same time, whenever possible.  If there is not a lot of filing to do, pick a particular day of the week to do all filing.  For daily or weekly filing, have a holding place for file items until time for filing.  Constant file maintenance includes each time a personal file folder is open and if it contains multiple sheets, quickly check through it to see if you can toss any outdated materials to thin file.  If not there is not a document control or configuration management requirement to keep old versions, be sure if you are filing revisions or reports to keep only the latest version.   

Hopefully, these simple tips will make it easier for you to set-up and maintain a controllable filing system.  Remember, to keep it simple so everyone that uses the system can quickly and easily find what they need or put away documents.  Maybe now you too will find that filing is a simple necessity and not something to dread.

Copyright 2006 Shirley Lee. All Rights Reserved.

Authored by: Shirley Lee

http://www.geocities.com/slee_rightfit/

Shirley Lee is a consultant/facilitator who helps organizations increase employee, communications, and system capacity to produce results. Shirley designs and facilitates a variety of team building, problem solving, and productivity improvement events.  Her programs include managing time, facilitating meetings, project management simplified, workspace or group organization, the problem solving process, and team-building. More information on Shirley and the option to sign-up for a free productivity newsletter are available on her website or by calling 214-457-5736.

Article Source: EzineArticles.com