Filing Systems Continued…

There are also rotary files, which rotate in a circle. This filing system not only keeps the files compact but it keeps you from moving all over the place from one shelf to another when searching for a file. You can just turn the unit around in front of you. While there are many styles of filing systems, they all should come with certain safety features. For instance the standard file cabinets allow for only one drawer to be open at any given time, preventing the cabinet from tipping over from the weight displacement.

Tips for Filing

No matter how much you try to keep your desk clean, papers seem to be everywhere. And at some point, you have had to spend some extra time looking for that folder because it was misplaced or you couldn't remember how you filed it. Your best defense is to have a clean and clear idea of how you file. First, you should have a separate place for papers that will have a permanent home and those that you use temporarily for assignments or will purge after a certain time.

The document should be filed according to its function or affiliation and/or by who will use it. Then consider where the file storage should go, most likely where it is easily accessed. Once you have established categories for files and sub divided them, order common documents by either numerical or alphabetical arrangement. For example, similar invoices from one company could be filed numerically by job number or by date. If filing alphabetically, you could make a note of what name you used near the file cabinet so you don't forget; last name, first name or title.

When there's too much

When you feel like you are drowning in files there are a few options you may want to consider. One is doing a large sorting and purging of files. Go though everything and decide if you really need it any more. If it is or will be important to you or your business keep it, if not then recycle it. Going through this cleaning house can save you time and money.

If after sorting you still have too many files you might want to consider having some files stored off sight at another location. If your business does not have such facilities there are companies out there that can provide that service. Another option is document imaging, where files are scanned and transferred into electronic files and saved on a disk or hard drive. They are easily retrievable and take up very little space.

By Jeanne Rongitsch