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First, let's identify that there are two types of files
- active files that
hold resource materials which are regularly referred to for information; and
-
permanent files which are rarely referred to but contain records we are required
to retain, such as tax and legal records.
Active filing systems do not include
permanent records. They take up valuable space and are referred to only rarely,
if ever. It is best to archive these records separately in boxes (clearly
marked, of course) or file storage containers in an area that is accessible but
out of the way. Which of these records should you keep and which can you trash?
Best check with your CPA or accountant first. Every day filing systems contain
only those records and documents referred to on a regular basis to retrieve
information necessary for running a business or household.
Here are a few tips for maintaining an efficient active filing system:
- Base filing on retrieval, not storage. Instead of asking yourself,
"Where should I file this?" ask yourself, "Where would I look
for this if I need it?" Then label the file accordingly.
- Consistently insert new papers into the front of the file folder. When
purging files, start from the back where the oldest documents are.
- Purge files annually. You will be able to find needed items quicker and
will save on storage space.
- Use color coding for easy, quick identification. Office supply stores have
all kinds of files and labels to do this.
- Always alphabetize. The obvious reason is to save you time when looking
for a file. Cleaning up your computer hard drive will also work wonders for
your efficiency. Through disorganized use of computers, over 7% of time is
spent finding misplaced files, and 3-5% of all files are lost.
- Free up memory space by deleting old versions of software applications or
unused programs.
- Remove document files to floppy disks to give more space on your hard
drive and prevent loss.
- Organize your hard drive and your floppy disks by creating directories or
folders. w Use identical systems when organizing hard drive, floppy disks
and paper files. Color code disks to match your paper files.
- Back up files regularly. How often depends on volume of files created over
a given period of time. Back up weekly or at least monthly.
A well organized filing system frees your mind of that nagging worry - will I
be able to find it if I need it? You always will.
About the Author:
Carol Halsey is Founder
and President of Business Organizing Solutions. She is a professional organizer,
consultant, speaker, and author of "93 Organizing Tips to Simplify Your
Business Life." You can get this booklet and articles, ideas and a free
Idea Kit, filled with simple tips for saving time, simply by visiting her web
site: http://www.PilestoFiles.com.
