Buzz
Key Steps
Organizational Structure
Establish file categories. When organizing your office files, start by determining the primary categories for sorting. Different offices may require different categories, but the fundamental concept remains consistent. Develop a sorting system that organizes files logically.
- For instance, in a legal office organizing client files, categories may include litigation, probate, corporate, administrative, and others.
Create subcategories. Within each main category, create subcategories to further specify file organization. Each document can be identified by both the main category and its corresponding subcategory.
- For example, in a financial filing system, under the main category “Outgoing Payments,” subcategories may include vendors, suppliers, services, professionals, and administrative costs.
Implement a color-coded system. Utilizing color-coding simplifies file organization, facilitating quick access. Determine the number of file categories and correspondingly assign different colors to folders.
- Instead of entirely colored folders, opt for standard manila folders paired with colored stickers. Place these stickers on the top tab, folder edge, or both for enhanced visibility.
Clearly label your files. Ensure each file has a designated location by neatly labeling folders. Begin with the general category followed by the specific subcategory. For example, a folder containing vendor payment records should be labeled as “Outgoing Payments / Vendors.”
- Labels should be consistently printed using software packages for uniformity, or handwritten neatly and consistently.
Alphabetize your files. Once your filing system is set up and folders created, arrange them alphabetically. Both general and subcategories should be sorted alphabetically.
- Consider sorting by date for certain information. Decide whether organizing files with the newest items first or the oldest items first makes more sense for your needs.
Allocate ample space in filing drawers. Leave room for file expansion when establishing your filing system. As you accumulate more papers over time, having extra space prevents the need for later adjustments or reorganization.
Efficient File Organization Techniques
Collect all materials requiring filing. Start by gathering all unorganized papers into one place. Consolidate them into a single pile to prepare for sorting and organizing.
Differentiate papers into “action” and “filing” categories. Begin by creating two distinct groups: one for papers needing immediate attention and another for those to be filed. Prioritize addressing the “action” group first to ensure important tasks are not overlooked.
EXPERT TIP
Ashley Moon, MA
Professional Organizer
Professional Organizer
According to Our Expert: Organize your papers by immediate action items such as bills or forms, and those needing future attention like tax documents. Reserve a middle category for papers accessed as needed, such as manuals and directories. Arrange files in the drawer based on their urgency, placing priority papers at the front.
Handle each paper once. While sorting through loose papers, decide on the category and subcategory for each item as you review it. This approach ensures consistency and saves time by addressing each item only once.
Flatten each document. Most papers arrive folded in envelopes. Remove them, unfold, and file flat to maintain uniformity in your filing system. Consider discarding unnecessary envelopes, but staple them to the papers if proof of delivery or postmark is required.
Managing Your Files
Utilize a “To File” basket. Place incoming correspondence or newly created paperwork in a designated basket labeled “To File” until you have the opportunity to organize them properly.
Schedule a consistent time for filing. Set aside a regular slot each day or week to handle new papers. Consistency and repetition are key to staying organized.
Ensure others understand the filing system. If multiple people access the files, ensure they grasp and adhere to the filing system to prevent misfiling. Consider retrieving needed items yourself and having others return them directly to you for re-filing.
Secure important documents. Store critical materials separately, such as in a safe or fireproof lockbox. Some may require off-site storage, like a bank safety deposit box or your company’s lawyer’s office.
Regularly review your files. Dedicate time at least once a year to review files, discarding unnecessary papers and considering off-site storage for less frequently accessed items.
Useful Tips
- This article discusses organizing and filing physical paper documents, but the principles are also applicable to managing electronic files. You can create digital folders and subfolders to organize electronic documents in a similar manner.
Materials Needed
- File cabinet
- Hanging files
- Folders
- Labels
- Markers
