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3 Simple Filing Guidelines
by Maria Gracia
One of the most basic ways to find papers
when you need them is to retrieve them from
an effective filing system. A good filing system
will allow you to find what you're looking for in
10 seconds or less.
Here are 3 simple filing guidelines that can help:
CATEGORIZING. A filing system is only effective, if you can find
everything you need, when you need it--without a struggle. And
all good filing systems have different categories of papers. Your
papers are either going to fall into a MAIN category, or a SUB-
category.
For example, a main category might be FINANCIAL. Some sub-
categories within Financial, may be:
·-- Savings Account
·-- Checking Account
·-- Money Market Account
In your filing cabinet, your main categories should always be
hanging file folders with a labeled tab. Your sub-categories should
be labeled manila file folders inside the appropriate main
category hanging folder.
BASIC FILING SYSTEMS. For the most part, people choose to
use one, or a combination of, these basic filing systems:
·-- Alphabetical (A, B, C, D, etc.)
·-- Numerical (1, 2, 3, 4, etc.)
·-- Chronological (Jan, Feb, Mar, Apr, etc.)
The one you use, depends on what you're using it for. For
example, if you need to keep files for all of your customers (or
associates, friends, etc.), alphabetical by last name usually will
work best.
For sequential case numbers or projects that are numbered, a
numerical system would probably work best.
If it is necessary for you to find things by date, then chronological
may be your choice.
Some people get really creative and use a combination of these
systems. For example, you may want your main categories to be
chronological, but the sub-categories inside to be alphabetical.
LABELING. If a file isn't labeled properly, it's not going to be
quick and easy to find:
-- Always write your subject on the tab of the file folder, close to
the top of the tab, so you can easily see it when you're looking
through your files.
-- Use a medium point, black marker to label your files. Print;
don't use script.
-- Use as few words as possible on the tab.
By Maria Gracia - Get Organized Now!™
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Editors and publishers are free to reprint this article as long as it's
reprinted in its entirety and the signature line remains intact.
Maria Gracia
Get Organized Now!™
611 Arlington Way
Watertown WI 53094
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