How To create An Organized Filing ideas

How To create An Organized Filing ideas-How To Study

Introduction

How To Study

The test of a good filing principles is being able to find something when you need it, regardless of how you pick to fabricate it. However, there are two basic approaches to setting up a filing system:

· fabricate categories for like items by branch (e.g., Hobbies)

· fabricate an index based principles with files identified numerically by item (e.g., File 1=Document 1)

You can pick the recipe that makes the most intuitive sense to you. People who have problem categorizing may feel more comfortable with the indexing approach. Regardless of which type of principles 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 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, effect 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 discrete 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 data on discrete freedom interests, you can create a hanging file called "Leisure" (vs. Creating a hanging file for every type of freedom topic in your papers).

If you have a major hobby such as photography, for which you procure 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 kind sub-topic. This makes it easier to hunt by sub-topic. For example, within the "Leisure" hanging file kind you might have file folders for the sub-categories of Art, Music & Reading.

Step 2: decide Quantity Files Needed

Once you are closed sorting, count and duplicate check the estimate of "piles" you have to keep. The estimate of piles equals the estimate of hanging file folders you will need for your active files. You should buy a minimum of the same estimate 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 related interior file folder(s) for each pile and its sub-categories.

In order to articulate the transition from active to historic status at the end of each year, the interior files should be labeled by branch and current year (e.g., Life insurance 2004). This dating arrival is best for those categories that involve monthly statements or bills.

For your hanging folders that do include dated material, it is best to keep static papers that don't turn from year to year in front of the interior folders (e.g., the life insurance policy versus the regular invoices). This will make it easy to transition files from active to historical status at year end.

Step 4: appraisal file cabinet size

Once you put the proper 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 warehouse 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 warehouse purposes).

The total estimate of depth inches you have equates to the estimate 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 adequate space (allowing at least 4 inches in each drawer's clearance for sliding & viewing files.

Maintaining the principles Annually

At the end of the year, exchange 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 kind Headings

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).

Step 2: create the File Index

For each one of these papers or related group of papers (if that connection 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 record "March 2004 Utility Bill". This file record will get assigned a random file estimate 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 hunt in Excel and enter "March 2004 utility" to find it. The benefit of this arrival 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 hunt capabilities. There is also a software schedule called "The Paper Tiger" from The Hemphill Productivity fabricate 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 arrival is that you must articulate many more files in your warehouse 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 retention place for things you have not had time to get to that week, but that still wish performance 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 recognize branch 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 important maker 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 - The Organizing Wiz

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