Article : Files

Lord of the Files

By CHRIS McKENRY

When papers are taking over your office, it is possible to regain control. Two concerns should be addressed when organizing a filing system. Documents should be easy to find, and it should be easy to find where to return them when finished.

Keep it simple when setting up a new filing system. Hanging files do take up more space, but they keep papers orderly. The hanging files serve only as a “jacket” for the categories in which papers are sorted. Inside each hanging file is a folder. The folder provides easy transportation of the information.

Once needed categories are chosen, start organizing. For a home office that might include a Personal category with the folders for address lists, car maintenance, and legal affairs. Another category might be Financial, for bank statements, loans, and expenditure folders.

By using all left position file folders, files will remain uniform. Grouping of categories is accomplished by placing the tabs on the hanging files in the center and right position. This will allow the folder tab to be visible at the left. Hanging file tabs should only state the category, for example "Personal".

When labeling the folders, the category should be listed on the first line and the contents listed on the second line. This will show which hanging file to place the folder when finished. Example:

Personal

ADDRESS LABELS

Use only one folder to every hanging file. When the folder’s contents grow, use an additional file and folder. This keeps your papers neat, orderly, and easy to find. The files and/or folders could be divided by different color schemes. However, using manila folders and green hanging files you will always have supplies handy when expanding your system.

For keeping bills and other tasks current, in the front of your expenditures section keep an Everyday File by Globe-Weis. This expandable system has pockets for 31 days and 12 months. When bills arrive, open them and place in the pocket of the day to be paid. Five days before the due date usually works. Once paid, keep your expenditures in separate files for each creditor. Then it is easy to find the credit payment or gas bill when needed.

When storing information from the internet, save it in on the computer in a “research file” instead of printing it out. When folders are labeled, save the list on a Word template. Then each year you can print your labels, and not have to make a new list.

Once you have designed a system that works for you, it is easy to keep papers from piling up. Be the lord of your files and take control.

Chris McKenry is a professional organizer specializing in residential and office organizing. His services and company can be found at GetItTogerherLA.com or by calling 323-571-2134.