Filing Systems

Filing systems are a part of everyday existence, and no matter how advanced computer technology becomes, it seems that we will never do away with organizing and keeping track of papers. So inevitably, most of us are faced with finding some sort of Filing systems that feels right for us. Having been a professional organizer, having had a home office, and having been an office assistant on numerous occasions, I have had many hands on hours to research the most important aspects in all good filing systems.

First off, rule number one: never file what you will never need. Rule number one means for you to shred, toss, or recycle as much as possible you can. I cannot tell you how many people I have worked for who are saving papers that they will never ever need or never ever want to look at. They are wasting their valuable time by moving papers that can be eliminated.

For instance, any tax papers older than 7 years will never be needed, and often you can let them go if they are even much more recent. It is suggested that you should ask an accountant if you are unsure, but you might be surprised how many papers, this can potentially eliminate. Moreover, I highly doubt that your old tax papers are all you can let go of. If you look carefully, you will see many things you no longer need. Are you holding on to old addresses? Old telephone statements? Old catalogs?

Ask yourself if you need all this stuff. Many records are also kept in other computer systems. So before you file something, ponder how accessible it might be if you needed to call of write a company to get it. IN any case, rule number one is extremely important. Rule number two: Begin to incorporate filing into all your activities. Do not let it pile up. Let it become part of the flow of your job or home office activities. Do it in the moment. Do it now. Rule (suggestion) number three: experiment with varying filing systems. You are not locked into one system. You may start out with a small filing cabinet and build up; or you may start out with a large fling system and pair down. Always keep in mind that all the best Filing systems are always in flux.

Rule number four: Keep a small active filing system and a larger dormant Filing systems. In other words, keep rarely used papers in one spot and keep frequently used papers in a smaller more accessible system. If you follow these four rules your own filing systems will flow much more smoothly. Go to an office depot and explore. Find your own fling rhythm, try to keep everything alphabetized, and you will be much more organized and on o top of things.