5 Steps to an Effective and High Quality Filing System

What do you need to have a really effective and high quality home filing system? Well there are only 5 steps and you should be up and running in no time.

A fresh start

Start with a completely empty filing cabinet or box system. Insert a number of the hanging file folders into the cabinet or box.

For a professional and organized look, we suggest you colour coordinate your filing folders, by either using only one colour for all folders or using one colour for each high level category. There are five major categories, so if you use different colours for each major category.

You can be very creative in making your labels. These you can either print in colour coordinated colours for each major category or even print or write them in a fancy font. Let your imagination go. However, ensure that the labels are readable; else if you can't find what you're looking for, you may very quickly stop your filing efforts and be back with your pile of unfiled items.

Enable your labels

Now, start by making labels and sticking them on the file folder inserts or write your labels onto the file folders. Ensure that the labels are in a prominent viewing area, i.e. right at the top of your folder, so that you can easily find any folder you are looking for.

Here you can be very creative in how you create or write your labels, as long as you ensure that it is readable. This will ensure that you can find whatever folder you are looking for, very easily.

Fill 'em up

Once you have labeled all your file folder inserts, the next step is to insert these into the hanging file folders. As a start do not add more than 5 inserts into each hanging file folder.

For certain categories, you may require more space than others. As you begin to do your filing you will notice that certain hanging file folders are getting very full. In this case, all you will have to do is to insert another hanging file folder in behind the one that is full and move the back file insert or two into the new hanging file folder. Please ensure that you still keep everything in alphabetical order to allow finding your filed items quickly and effectively.

Please remember that certain categories may be containing more information than others and therefore will occupy the whole of a hanging file folder, where as others may be able to fit five file inserts into a hanging file folder.

The most important thing to member is that you must always keep your filing inserts in alphabetical order, else finding anything is going to become a nightmare and near impossible.

Now for the real thing

When your file inserts have been labeled and inserted into hanging file folders, the actual filing is about to start. A suggestion is to gather all the items you want to file and place them in one place near the filing cabinet / boxes. This will make it easier and quicker to get your filing complete.

A first the mountain of paper may seem to be impossible to finish, but do be discourage. Set aside only 30 minutes or an hour at a time to do your filing and soon your "to be filed" pile will disappear.

As you start to file, take one item at a time and decide if it really needs to be filed or can it be discarded. If you cannot decide immediately, do not file it. Put it aside and when all filing and discarding has been completed, come back to this pile and review. Hopefully by then you have a better idea if the item should really be filed or discarded.

Before you know it, your "Pile to file" will be gone and everything will have its rightful place in your filing cabinet.

Sit back and relax

By now you should be finished and have implemented a very effective and high quality filing system. All that is left now is to do your filing on a regular basis and keep everything up to date.

Congratulations on a job well done!

Petrus Keyter

http://www.pankey.co.za

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Organized Filing in 10 Easy Steps

Whether it's home or work, you will end up having to keep files of some kind. Filing is usually not viewed as an enjoyable time, though I have met a few people who do enjoy it, but rather as something to put off until another day or not do at all. Filing is key to being able to keep yourself organized and being able to find what you need, when you're in need of it. We have all heard of Avery Dennison products, such as address labels, mailing labels and more but I still don't think you can beat their basic advice on: "10 Steps to Filing Success", along with a little input from me.

1. Start by taking an inventory of your projects and papers.

2. Group files into clear and simple categories alphabetically, by subject or numerically. Examples could be: Taxes for the hanging folder and then folders for each type of tax (House, Car, Income - State - Federal, Sales, etc.) I, and many people, don't keep our files exactly in order but rather, if we have files we are using constantly compared to others, we will put those files in the front for easy and fast access.

3. Code every paper before you file it. Print the heading of the file in pencil in the upper right hand corner. If the paper is a bill that you paid, put the date paid on it. Use colored markers to help visually or stickers.

4. Set up a special time to do filing every day. For some, filing as soon as you're done with the paper is easier. Examples, as soon as a bill arrives pay it and put receipt in file. There, all done in no time. No late bill payment, no paper hanging around to be paid or receipt to be filed. Clutter free.

5. Store files for "hot" projects/items within easy reach. You can use specially colored files for certain projects or tasks. If you use a folder frequently, invest in one that is colorful and pleases your senses. It makes dealing with file folders more fun and you can more easily find it.

6. Use interior folders to divide folders into smaller groups if necessary. I've even used colored paper, colored construction paper, decorated cardboard, etc. to give me some type of visual clue of separate areas. Tags, or coloring the edge or even using "Post It" book tags work well on folders to create differences you can see easily. Explore and be creative to find what works for you.

7. Don't over stuff your file folders. Folders are inexpensive but if you over stuff your folders, it will make filing more difficult and when you need to find something, much harder.

8. Lave at least 4 inches of space in each file drawer, so you can access files easily. By the way, need a filing cabinet? Many stores carry them but check out your pharmacy story around Christmas and tax time and they will usually have a really good sale on that item which they don't usually carry. Check out your local discount or liquidation center. Most state governments have a Surplus Equipment Dept/Unit that will have certain days open to the public and you can get filing cabinets easily. You can even buy cardboard filing boxes that do handle hanging files and I had one that I used for 20 years and it's still going strong. So there is no reason why you can't have a filing cabinet of some kind. If you don't like the look, paint it to match your wall and watch it disappear from view, cover is in discount wall paper, put it in a closet or cover it with a table cloth. Make sure your files are handy enough to get at and use as often as you will need to, if you put your files in the attic or cellar, are they really accessible for you? Figure out what will work best and easiest for you.

9. Stagger your file folder tabs, so you can easily read the title on your label. Try using a highlighter for more contrast.

10. Purge old files regularly. Keep in-active files in a separate drawer. I would suggest you learn which files you do need to hang on to and for how long, the rules/requirements for this change frequently and you'd rather error on the side of having the important files available than not but balance it with not keeping everything and ending up with too much paper and clutter then you need.

If you follow these 10 Steps, you'll find that your life will be less cluttered and more organized. Keep at it and it will become a habit and you won't notice the few seconds that it actually takes to do but you'll realize all of the benefits.

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