FILE IT TO FIND IT - CREATE A FILING SYSTEM THAT WORKS FOR YOU
Someone asks for a copy of that document. Where is it?
You know you have the information for that presentation somewhere.
Or maybe you are fighting a losing battle to make sure the bills are
paid on time, or your children go to the right performance on the right
day. Can you find that information? Can you keep control of what has to
be done when?
If we are to stay in control, then "Find" is the key word here.
And if we are to be able to find what we need when we need it, our
filing systems have to match our finding needs. My needs are not your
needs and your needs are not the same as someone else's, so the system
has to be designed to suit you - not me, or someone else and certainly
not the person who held the job before you.
Where to start
The best way to start is to look at all of your finding needs. You will
discover that these can be grouped according to all the areas where you
have goals. List those areas and then create a place for the material
that relates to each. Think about the size of the material to be filed -
its shape and the quantity. Define how often you will access it, where
and when. These will all help you to define the container, its size and
where you store it. Be sure to label the containers, on multiple sides,
if necessary.
These containers may range from tiny boxes and manila or drop down
folders right through to a compactus, but choose what suits you and the
nature of the material you will file.
What to file
Basically you need to file those things that provide you with
motivation, reassurance and information for current projects and that
allow you to predict future needs or trends. You will also need
information that allows you to manage things like finances.
Sorting
Your system will be your own, customized to your finding or retrieval
needs, but some possibilities include
" By client and then by "current" or "past"
" By project and then by chronology or client
" Financial
" By subject, and then subheadings, or by client or project
" Alphabetical by, for example, name or code
" Sequential by, for example, invoice number or code
You may have separate areas for separate categories and you might use
colour coding.
But do label everything and name it very specifically. It is very easy
to forget what is in a particular container over time, especially if you
only access it infrequently, so labelling is vital
In the end, the whole system must suit you. Your finding needs must
determine your filing system.
© 2006
Bronwyn Ritchie
All Rights Reserved. You may
use this article in print or online but
only if it is accompanied by this
resource box.
Bronwyn Ritchie is a speaker,
writer, a librarian, and she manages
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