People are drowning in paper! Learn the most important steps to create a filing system so that you can keep papers under control and easily find the information you need.
Although we’re now well into the 21st century, it seems like the dream of the paperless office is still that: A dream. As an organization consultant who’s worked with hundreds of clients, I see first hand how keeping up with the never-ending deluge of paper is one of the biggest organizing challenges that people face.
Setting up a filing system that works for you is the best way to ensure that you can always, easily, find the information that you need. These tips and guiding principles will help you create a system to keep your papers under control.
FILING SYSTEM NUTS AND BOLTS
Using the wrong products can turn the routine task of organizing papers into a nightmare. These tips will ease the pain.
A filing cabinet is almost always the best way to organize papers. You can get a huge amount of papers in a reasonably small space; it is easy to put away and retrieve papers; your papers are kept neat and relatively safe; and it’s easy to re-arrange your papers if your needs change.
Get the best file cabinet you can afford. Only one drawer should open at a time (to ensure that the whole thing doesn’t fall over). The drawers should extend fully and open easily. If privacy is an issue, get cabinets with locks.
Hanging folders (Pendaflex® is the best-known brand) and manila file folders should be the basis of your filing system. Use the plastic tabs with labels to identify the hanging folders.
Make it as convenient as possible for you to access your files. Place your filing cabinet(s) within reach of your desk. Put the files you use most often in the drawers that are easiest for you to reach. You can also use a small file box on your desk or a wall pocket for crucial files. Don’t over-stuff file folders or file cabinet drawers. You should be able to easily pull out a file or drop in a piece of paper. If it’s hard to file or retrieve papers, you’ll resort to piling.
CREATING A FILING SYSTEM
The key to creating an easy-to-use filing system is to sort your papers into categories that make sense to you. For most people, the best way to begin is to define a number of really broad categories which encompass all the papers that you need to keep. Most people can summarize their papers in 10-12 broad categories. Here are some ideas to get you thinking:
Career
Finances
Home
Health
Legal documents
Depending on the amount of paper you have, each broad category can be housed in either its own hanging file or its own file drawer (or section of a drawer). Label the categories clearly and put them in an order that makes sense to you.
Use the manila folders to store closely-related papers (e.g., bank statements or credit card statements).
Label the tab of the manila folder. Store related manila folders in one hanging folder (e.g. Finances).
If a folder is too full, determine if you can break down the category. Similarly, if you only have a few pieces of paper in a folder, see if you can logically combine it with another file.
Once you get in the habit of using folders and files, you’ll be hooked. It’s important to maintain your system on a regular basis. At least once a year – or whenever your files start to get full – sort through your files and toss (or archive) those that are no longer current.
TAKE ACTION!
Start with one category where your papers are particularly out of control, and create a new filing system to bring order to the chaos. Notice the impact it has on your productivity and peace of mind.
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