Aug 27 2008
Organize - Successful filing system
2008-08-27 21:02:01
A successful filing system depends on a good naming system. I suggest using the same naming system for both physical files and computer files. Files should be easy to search and should not be redundant.
Most home offices have some sort of filing system set up. That is not a problem until that filing system becomes outdated and over stuffed. Instead of starting new piles of paper that no longer fit into the file drawer it is better to take corrective steps.
Discard papers that are not necessary (check with your accountant to see what you should keep if you have questions)
- Sort the most recent papers into a Desk/File Sorter
- Take action on any paper that requires it. Pay bills, make phone calls and balance statements.
This will not be a popular thing to say but now it is time to clean out those files that no longer function. You will be surprised to see how much garbage resides in over stuffed folders. Often papers from multiple years have been mixed together. I have already told you what to do with multiple years. Sort them.
There will always be papers that you have to keep. That is OK and they do not need to be a problem. The good news is that papers that are over a year old seldom need any action. Simply box them up, label the box and store them away (in an accessible place). I prefer storing them in the home either in a closet or a covered shelf in the garage.
It is a good idea to work from a file index. A file index is simply a piece of paper that lists all files that are in a particular drawer or box. The file names then need to be transferred to the new file folders.
Once the file folders are set up it is time to fill them. This is an easy step since you have already sorted the papers. Actually a little more sorting is necessary. Work with one section at a time and file either to the front or to the back of the file folders.
Organizing files and setting up a filing system has been a big job. Look at what you’ve accomplished. The work you’ve done will not have to done again as long as you keep up with the new papers. That should be motivation enough.
Come back tomorrow and I will move onto another step for organizing your home office. Any questions or comments are welcome. Thank you for stopping by.
