My in-the-office: office needs help. I have created in drawer files....but then end up scattering the files on the floor, because I want to see what I'm working on. I do not have support staff...so must do all organization and filing myself.

I need to have instant access to blank forms, certain "how to" handouts, to take with me, as I learn a new system. I have multiple big fat nursing reference books that have to go someplace. And to top it off: I like my desk to be clean at the end of the day.

My office is tiny. Nice that it has walls, not a cubicle, but long and narrow...I do not have a bookcase. I do have a low and wide, two drawer file system, as well as the drawer files in my desk.

I move between this office, patient's homes, to another satellite office 1 hour away, and often have to take papers and files from each office to the other. I use my rolling briefcase for files and heavier things, rather than carrying them in my arms.

I'm open to suggestions re: the physical office set-up: since I like to have things out, as I work on them. And any filing systems that have worked for other people! Thanks!

I'm like you - I like to keep my desk clean at all times. I only keep out what I'm working on at the moment. When a project involves multiple steps or various forms and reference material, I use a hanging file organizer. I put the forms and material in labeled folders and put them in the organizer. Everything I need is at my fingertips, yet neatly out of sight in labeled folders. When I'm finished for the day, everything goes back in the organizer.

You can also find these organizers that are portable and come with a handle and closeable "lid."

I too like to have everything I am working on visible and am hoping that someday, the desktop will finally be cleared of all the things I am doing.

The best purchase I made for myself was a metal desktop file sorter/organizer. The way it is setup, the files get stacked vertically so each folder's label is visible. You could pick these up for about $10 each. they have helped me not put so much on the floor and still be able to find it.

The other suggestion I would suggest is to go vertical wherever possible...Tall bookcases within easy reach of your desk or reinforced wall shelves above or around the desk. I would also suggest a rolling file cart as it will definitely hold more than your rolling briefcase will.

Hi Abundance -

I relate, I like looking at a picture of what work is to be done...don#t know whether this would work for you, but i am thinking about drawing a flow-chart on a big piece of paper with all the differnt tasks ahead of me, even using different colors, and pasting this on the inside of my wardrobe or on some place where marks can be made.Bulletin boards are great but I put so much on bulletin boards, you can't see the individual notes!Are you like this - seeing a picture is easier to relate to in terms of necessary tasks, than reading a sentence about itß i have found I can plan better and understand better what i have to do when actually seeing a poster or picture. i think i am definitely a right-hemisphere person, i hate and am bored by linear logic, even when it is necessary...Helena

Country - how does your system work? i want to file the steps i must take re reviewing my past art projects, and stress out when deciding on whether to do it in a chronlogical order? Advice? Thank you Helena

Yes, vertical filing is the way to go. If you have stacks, papers and folders get buried under others, and you can't see them. The step files which is what it seems Beaglelady described are really handy. You can have one on your desk and the desk can still be neat and relatively clear.

I'm a great one for color coding. You can have different colors for different topics or maybe even types of patients. Or you could color-code folders for certain tasks, such as "Call," "Send," "Action" (whatever that might entail), and put papers relevant to each in the corresponding folder. I do pretty well most of the time with "out of sight" organizing, but for a few things, I use colors, and it saves time. I expect that for visually-oriented people, it would be especially helpful.

Within my file drawers, I have different colors for Taxes and each bank account, so I am sure not to put statements and so forth in the wrong folder.

A portable box, preferably with hanging folders in it, would be handy to have when on the road to and from patients.

I have a table style desk that i got on sale from IKEA but found it would not work....too much stuff on top. I now also have an old fashioned metal desk with the vinyl top....and drawers! This gets the little things out of site. I have small ceramic planters (49 cents at IKEA) that hold pens, paperclips, and other misc in there. The drawer of the desk hold the files for the current year of personal stuff. I now use the table desk for both printers and my laptop with a 2 drawer lateral file underneath (that holds my work stuff in one drawer and the other hold the business stuff from the one I shut down and the other that I am trying to start.

Above the desk is a large corkboard for stuff I need for reference and the opposite wall has one I spray painted to put up a large calendar that I can glance at along with other fun or inspirational things to break up the monotony. Its a work in progress and is slowly coming together as I tweak things.

Hi beaglelady and simplicity -

If it is ok to ask - this is just to help me judge what i can discard - how often do you go through your files to decide what is current? I have a ton of old pictures and letters to sort and i am trying to get a feel for "what do i have to have, what papers can go". thanks Helena

Helena, I think that is a great question to ask....how current is current essentially what we are getting at.

Not sure of your location, since different states and countries have different laws about how long paperwork must be kept for tax purposes.

For me personally, anything I have looked at/needed since the beginning of 2009 (so I go with a year) is archived into a filing box, any of my current folders/files is in my filing cabinet.

I hope I explained this clearly and that it might help Helena.

Hi, Helena, please always feel free to ask anything.

I don't put pictures in files - they go into photo boxes, for eventual (!!!) organizing into albums.

I have a folder called "Correspondence" (for the current year and a few years back), into which I put any letters I want to save, even if not for long. I don't get too many "snail mail" letters any more. I may set up a "letters to save" (meaning indefinitely) file at some point. Usually after a couple of years or so, I can go through the correspondence folders, and toss just about everything, since often I've gotten more recent missives. How long you keep letters is up to you; just be sure to have a place to store them, which could be a box or other container instead of a folder.

For other folders, I go through them at least annually. Folders for the current or just-completed year are put into a file box labeled with the year, once I have finished using them, which is most often after I've completed my taxes and don't need them for immediate reference. At the end of this year, I'll have a "2009 records" box for all my annual files (bank records, utilities, anything that recurs). The tax return will go into a tax file. both will be upstairs in the attic, accessible if necessary, but otherwise out of the way.

Other files that don't have a particular time frame stay downstairs for a while, such as for insurance. A folder can hold several years' worth of car or house insurance records, for instance. Same with medical records, such as lab results. Whenever I run out of room, I set up new folders for downstairs, and move the older ones upstairs. For anything spanning more than a year (say car insurance 2004-2009), I put it in the most current box (2009), so I am more likely to find it without spending a lot of time looking through boxes.

Obviously, you should do what works best for you. We are here to give you ideas, which you can "tweak" to suit your needs and preferences, and sometimes the way your mind works.

Be sure that whatever you use - folders, boxes, etc. - is labeled, to prevent confusion and prevent wasting time looking for things.

In terms of "how long to save," my principle is, "When in doubt, keep." Maria's Easy Organizers have lists of how long to keep things. For anything monetary, you can consult with your financial advisor. Family records such as birth, marriage, and death certificates, records of military service, and educational attainments, should be kept forever. Tax records 7 years at least. Other items are mostly at your discretion.

They say 80% of filed material is never looked at again. So after 7 years, you can toss almost everything, except the aforementioned items, and warranties for appliances, car, etc. as long as you own the item.

Let us know how it goes.