Office Filing system
File papers in hanging folders and interior (manila) folders. Label the hanging folder with a main category and place the manila folders broken down into subcategories inside. Stagger the hanging folder tabs to make them easier to see and do the same with the interior folders. A lateral file cabinet can hold all types of files and can serve double duty as another work surface or storage space.
Limit the number of interior folders within hanging folders to four or five folders. The amount of paper within each folder will determine the number of interior folders you should use. If an interior folder has more than 20 pieces of paper in it, divide the papers into separate interior folders and place them inside a hanging folder.
Place most current files in front
Office Filing Cabinet
As you file papers, place the latest ones in the front portion of an interior folder, rather than the back. Each time you use the folder, it will be easy to see which papers are older and could be tossed. Before you file, make sure you remove any paperclips. Paperclips can inadvertently grab other papers in a file. Staples are a better option.
Use colored hanging file folder tabs to differentiate between various file categories. If you are truly motivated by color, use multi-colored hanging and interior folders. You could use green for financial records, red for hot projects and blue for marketing. Colored third-cut interior folders with tabs on the left, middle and right, alternating within each hanging folder will make the tabs easier to see. Straight-cut tabs are difficult to see within a hanging folder.
File your papers alphabetically (ideal for client records), by category or by number (years, invoice numbers, etc.). Then alphabetize the hanging folders within each category. If you want to keep your filing system simple, keep the categories of files you use often in the front sections of your file cabinet drawers. (This is common sense yet often overlooked.) The same type of filing system works for books as well.
Leave at least an inch in front of the first hanging folder to make it easier to move files back and forth within a file cabinet or drawer. The extra room will make it easier to remove and replace files. Having extra file space will be easier if you look through your files at least twice each year and purge the papers that you know you will never refer to again.
Hanging notebooks are good filing alternative
Indigo Glen bookcase with hutch
A good alternative to a hanging and interior filing system is to use hanging notebooks. Hanging notebooks have end tabs that fit on the interior frame of a file cabinet. A few of the notebooks include a feature that allows you to push the tabs in to convert it to a regular notebook. You can also store the notebooks in the appropriate piece of furniture such as a tall bookcase with cabinet below for supply storage.
Keep current files (those you use at least weekly), reference files (those you need to access occasionally) and historical files (tax-related or legal documents to which you rarely refer) separate. Current files should be located inside or next to your desk, while reference and historical files can be stored nearby in file cabinets.
Remove historical files from your file cabinet to make room for reference files. Store your historical files in sturdy boxes labeled by year and contents and store them in a dry place.
Label your file cabinet drawers with key words to describe each drawer's contents. Also, label your file folders by hand or with an electronic labeler. The labels don't have to be perfect, just legible.
Technology has made it easier to store information electronically, yet it hasn't significantly reduced the amount of paper we handle regularly. It is going to be awhile before we are a paperless society, so it is important to keep paper under control. Setting up an efficient filing system, purging old papers and knowing where papers are stored will make finding the information you need when you need it, easier.
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