Introduction
The test of a good application is able to find something when you need it, regardless of how you decide to organize them. However, there are two basic approaches for creating a file saved:
Apparatus categories, such as articles (eg, hobbies)
It in a file system of numerical index element is identified (eg, File 1 = Document 1)
You can use the method that is more intuitive sense for you. PeopleHaving trouble categorizing may feel more comfortable with the approach of indexing. Regardless of the type of system you choose, if so, where you start to feel easily overwhelmed, select a group of documents in any pile. No matter where you start ... .. one must start with a manageable subset of paper.
Active files are those that you need to access regularly. History files are those that are unlikely, you have access, but you must keep for data retention(ie, tax files). Your inactive files should not be kept in your active file space, if space is limited cabinet. These files can (fields in a place out of reach, there should be) the access to these files will be stored on a regular basis. To create your active files, follow the instructions below.
Organize by category
Step 1 Sort & Discard
Check your card and discard the cards do not hold more. If you feel confident discarding an item, make,make decisions, ask yourself what the worst thing to happen, and if you could throw away? It helps put things in perspective.
If you choose a card, order the paper in different categories to keep / hemorrhoids. Use post-it on the first page of each pile until a label permanent location / name of the category will be specified later.
Use categories, the broad for sorting. For example, if you can a lot of information about the interests are different from pleasure, you have ahanging file called "Leisure" (vs. creating a hanging file for each type of entertainment theme) in your cards.
If you have a great hobby as photography, for which you collect a lot of information, a separate hanging folder named "Photography". That makes more sense (so that leisure "file") is too cumbersome.
We can stop multiple folders within folders of files hung in the file, each marked with the sub-category of subject. This makeseasier to search through sub-theme. For example, in leisure, "" Hanging category of files you can present the folder for the sub-categories of art, music and reading.
Step 2: Determine Quantity Files Needed
Once finished sorting, count and verify the number of "cells" must be maintained. The number of poles is the number of hanging folders, you will need for the active file. You should buy the dough for at least the same number of internal file folderwithin the hanging file folders (more if there are some categories), with under multiple topics.
Step 3: Identification / Labeling Files
Create a set of hanging file folders and associated interior file folder (s) for each pile and its sub-categories.
To keep the transition from active to historic status by the end of each year, is the inside of the subject and file the current year () are known, for example, Life Insurance, 2004 This approach is best for datingIncludes categories, monthly statements or bills.
Do not hang on the folders that contain the material, it is better, static documents, hold from year to year until the internal path (eg, life insurance, compared to the quarterly invoices) to. This makes it easy to transition files from active to historic status by the end of the year.
Step 4: Estimate file cabinet size
Once you attach the relevant documents in the file, you can create a feeling ofCab file, number of subjects you need. With a single "Bankers Box" (heavy corrugated storage box) for the file, there are up to the required depth of tariff measure is very useful. These boxes are available in the office supplies, and also serve the latest) for storage purposes inactive.
The total number of inches of depth that corresponds to the number of files --
Drawers need to archive. Sure that the depth of a cabinet shop we could think of actionbuy, make sure you have enough space (at least 4 cm apart in each drawer to scroll and view files.
Maintenance system each year
At the end of the year, the passage of last year, the internal file storage inactive. Keep the same hanging file folder exists and create a new set of folders inside with the name of the new year. The material of "static in the file folder hanging from a year earlier.
Proposed categoryIndustries
Car
Children
Computer
Credit cards:
Mastercard
Visa
Ex am
Discover
Education
Employers
Frequent Flyer
Fitness
Hobbies
Holidays
Life Insurance
Tenants or Home Insurance
Business Insurance
Health Insurance
Dental Insurance
Disability Insurance
Long Term CareInsurance
Guides
Retail
Services
Legal
Finance
Stocks
Bonds
401K
Subscriptions
Taxes
Travel
Utilities
GUARANTEES
Index based Organizer
Step 1: Discard & Pile
Check your card and discard the cards do not hold more. For documents you need, sort the documents into a single pile (no need) to categorize.
Step 2: Create the index file
For each of these documents or related groupPapers (if the report is very clear to you), will create a file number. Will then record File # 1's contents in a register of Excel (or any other computerized device) which describes the contents of the file. For example, if I had a bill by March 2004, make the term "March 2004 Utility Bill 'a. This description of the file assigned to receive a random number of files in a predetermined path (eg, File # 1) in store' office. If you need to be in orderwill find this law, you should do an Edit / Find search in Excel and enter "find in March 2004 utility" to be. The advantage of this approach, it is left to categorize. If it can be considered 2004, you can assign a file completely independent, it #.
It is possible and take on these indexes with Excel or Access using their research capabilities. There is also a program called "The paper tiger" of Hemphill Productivity Institute that is designed for this purpose,and adds some bells and whistles Nice (like tracking files that have been issued, but not reset). There is a free trial offer and a tele-class if you are interested (information can be found on the website http://www.thepapertiger.com/.).
The main disadvantage of indexing is to maintain many other files in your storage unit, and the database should pursue.
Other Filing Tips
• If the "action" folder to pay the bills,Things to do and things to come. This serves as a repository for things that you have not had time to do this week, but it still requires action on your part. It 'also helps to have a calendar file that is already taken things for events in the calendar (eg, directions to the event, flyers, etc. to maintain required)
• You can use a color folders to visually identify subject categories
• You can alphabetize file folders by hanging folder tab name, but if you stumbleFile tabs, you must order each time you add or delete, repeat a topic.
· Pendaflex, a leading manufacturer suggests that the files no more than ¾ "should be thick. If you have a file with a thicker, you can use the bottom" box "hanging folders.
Copyright 2004 - The Organizing Wiz
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