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Efficient
Filing: Do’s and Don’t’s
By Karin Vibe-Rheymer-Stewart
Filing
seems very straightforward, doesn't it? Just put documents in
the folder, put the folder in a filing cabinet, and that's the
end of it. Actually,
there are ways of filing that are more effective than others.
Here are a few tips on how to file as effectively as possible,
and avoid trouble afterward.
·
When filing
documents, always use folders.
Don't put loose documents in a filing cabinet or system, it's a
great way to "lose" them. It sounds obvious, but
I have seen it done!
·
When filing, put
manila folders into the hanging folders. The
advantages: You can take the whole file out; you won't hurt
yourself (ever had an unexpected encounter between your hand and
the metal end of a hanging file folder?); you don't need to look
for the folder's location, the empty hanging folder tells you
where to put it back.
·
When labeling, use
the same name for the hanging folder and for the manila folder.
If you have several manila folders in a hanging folder, use the
name of the hanging folder, followed by the content of the
manila folder. For instance, if you have a hanging folder per
client, with several manila folders separating the different
types of documents, label them as follows: Virginia Smith for
hanging folder; Virginia Smith - contract; Virginia Smith - log
work; Virginia Smith - correspondance; etc. on the manila
folder. This way, putting your folder back in its place is easy.
·
If you don't
already have one, buy a label
maker. I bring one every time I go to a client's
office, and I often buy one for them. Print is always easier and
faster to read than handwriting. If you have to hand-write,
write in capitals. They are easier to recognize than regular
small letters handwriting.
·
When filing a new
document in a folder, file it either in
the front or in the back of the folder, and do this
for every single file you have. This way, you know that the most
recent documents - those we refer to most often - are always in
chronological (or reverse chronological) order.
·
When
you need a document, take the whole folder out
of the filing cabinet. This way, the document won't be put back
out of order in the folder; it won't get lost on your desk; and
it's easier to put back in place, because you have the folder
label to help you.
·
Don't
use paper clips in your files.
While paper clips are a great way to put together papers that
need to be grouped, they also have a tendency to grab random
papers, under or above the relevant ones, that have nothing to
do with the rest. It results in misplaced documents, etc.
·
When
filing, PLEASE don't stagger your labels!
It is very pretty on the box you buy at the store, but this
solution works only if you never add a new file in the middle of
your system, unless you are ready to re-stagger ALL your files,
every time. Choose a position, either left or right, for your
file labels; put the category labels either on the same side,
or, for quick identification, on the opposite side of the
hanging folder.
·
Label
your folders in a way that makes sense to
you and the ones around you. When filing, ask yourself the
question: "Where will I look for this document when I need
it?" rather than "Where should I put this
document?" It makes a world of difference.
·
Make
sure that there is always between 1" and 2" of free
space in your drawers.
If there isn't, filing becomes difficult, and we tend to leave
files above the filing cabinet rather than inside. When you get
to the point where it's easier to leave a file on top of the
cabinet rather than putting it inside, it's time to de-clutter
your drawers.
So,
which ones of those habits will you adopt?
Ó
2006 Karin Vibe-Rheymer-Stewart
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