Previously we outlined some tips to show you how to keep your email inbox under control. In June and July, we introduced you to the FAT system, a decision-making tool which helps you to process your paper. When sorting through paper, you have three choices, File, Act, or Toss. This month we will examine the “F” choice – FILE. As you process through your paper, you will likely identify a stack to file for future reference. How do you file them so that you can find them again when you need them?

The objective of the file system is to store documents in a manner that makes it easy to find what you are looking for when you need it. If you share files or have more than 3 file drawers, you will want to strongly consider one of our favorite productivity tools, Paper Tiger Software, to help you manage these files (see the Helpful Tools section below for additional details). If you choose to create your own filing system, follow these steps:

Consider your space:

• Who will be using the files?
• How often will they need access to the files?
• How much space is available for storage?
• Should the files be close to your desk for frequent retrieval?
• Are they shared files that need to be centrally located?
• Is security a factor?

Consider your tools:

• Half of any job is using the right tools.
• Use quality filing cabinets that are sturdy, easy to open and close, and provide easy access to all files.
• Use quality filing supplies, such as hanging folders and tabs, which will last.
• Don't forget that binders work well for storing articles, newspaper clippings, reports, job descriptions, policies and procedures, and other reference materials.

Create a plan: Design your entire filing system before creating any files. Decide how you want to organize your files. Choices include:

• Alphabetically — great for client or customer name files.
• By Subject — good for subfolders.
• Numerically — excellent for purchase orders.
• Geographically — appropriate if you have multiple locations.
• Chronologically — a good solution for back-up files.

Use nouns for folder names: Adjectives tend to get forgotten.

Maintenance:

• Create a retention schedule specifying when the file can be purged.
• Add the purge dates to your calendar so that this activity becomes a habit.
• Be Prepared! - Make it as easy as possible to add new files to your system. Keep a stock of labels, folders, tabs and other filing materials close at hand.

Remember, 80% of what is put in filing systems is NEVER looked at again, so be critical about what you decide to save.