Getting Organized
(featured column)

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.

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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:

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:

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.

If a file isn't labeled properly, it's not going to be quick and easy to find:

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Copyright © 2004 by Maria Gracia, author of Finally Organized Finally Free!

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