Re: intern project

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Posted by Julie Signore on December 08, 2000 at 20:21:50:

In Reply to: intern project posted by Chris Findlay on December 05, 2000 at 07:36:34:

Aloha Chris...

First of all...my apologies in not responding promptly -- we've been working loooong hours to get our current contest launched :)

First of all it is DEFINITELY time for someone to do a major purge & archive on the current file system -- 60 yrs is waaaaay too long to anticipate even 50% of those files are needed today! Just the thought of that much paper is horrendous...& the saddest part -- uneccessary, taking up too much space, time & energy!!

If this is your *intern project* I highly suggest taking the bull by the horns & going for creating *1* system!!! It is DEFINITELY time to consolidate! Even contemplating 23 people attempting to be efficient & not wasting time under the current circumstances is mind blowing -- to put it mildly!

If you choose to take this mission on here are a few pointers:

#1 When creating any type of file system -- remember to keep it simple. You wouldn't want to build a system in such a confusing manner that requires a road map to find a file.

#2 When naming hanging files and interior files, always stick with the first identifying word that comes to mind for that group of papers. Attempts at making it overly sophisticated ensure you won't remember what you called it and you do need to find what you have decided to save. Keep it simple!

Clarification: think of each hanging file as the family name. Each interior file can be thought of as the kids in
that family.

#3 Name the interior file with an identifying word and write the name on the tab. Now, on the front cover of the interior file, write the "family" name of the hanging file where you are going to place it. Case in point: I have
created a hanging file for all information and work I am involved with regarding the National Speakers
Association. The hanging file is labeled NSA. Within that hanging file are several interior files. Some of the
topics are: National; Chapter; Events; Board meetings etc... Each interior file not only has its" folder labeled
appropriately -- it contains the word NSA on the front cover: *NSA. This way anyone using my file system
that retrieves an interior file knows exactly where it gets returned to without having to understand the logic of my file system.

#4 Place all tabs for hanging file folders on the front of the file. The fingers normally approach a file in such a
way that if the tab is in front, the interior folder for that file is right there. If the tab is on the back of the file
folder, the contents being filed have a greater tendency to slip between one file folder and the next into an
open space, aka: the black hole!

#5 Always, always use an interior folder for the contents of a file. Make sure it is labeled to correspond with the hanging file folder itself. When the contents of a file need to be retrieved, remove the interior folder. NEVER remove the hanging file itself. After all, this is the landmark designating where the file actually lives. This simple subtle task will avoid lost files.

#6 Manila folders have several scored lines on the bottom, these are used when an overabundance of paper in the interior file would hinder the visibility of the label on the folder. Fold the scored area as necessary to
expand the size of the folder.

#7 Avoid filing pocket folders, (the type you receive in workshops etc...), they impede the visibility of the interio filer folder name as well as the tab on the hanging file folder. Instead, remove the contents you need from the pocket folder and staple the paper together before placing it in the interior folder.

#8 Never use paper clips when filing. They have a tendency to get caught on another paper that is a different subject matter within the interior files. Staple multiple sheets of similar topics together that are sharing the same interior folder.

#9 Make sure you use "nouns" when filing not adjectives. What is "old stuff" anyway? Note: avoid using a title of "miscellaneous." You need to make a decision about that paper, even if it means tossing it.

#10 Find out what the policy is in your office for the retention of records. Someone needs to make this decision or the tendency is to store everything indefinitely. This can add up to incredible expenses and lost space in a relatively short time.Note: people have a tendency to invest in more file systems and/or archive boxes for offsight storage, rather than weed through papers and make decisions. You will eventually need to increase the square footage of rented space thus incurring even more costs --all because no one took the time to analyze the data and make a decision!

#11 When creating the new file system: Designate an expiration date for as much of your filed material as possible. Maintain consistency.For example, use a red pen in the upper left-hand corner and code a specific expiration date on the material. Some people are hesitant in assigning this date for fear of error in judgement. They have a tendency to "save everything because they got burnt once." You must decide to make a decision. If you are in doubt and need some confidence in this type of decision making -- just add 4 months to the date to be safe. Note: Next time you are in that file and run into a file with an expiration date that has passed -- toss it! Avoid taking the time to re-read, or re-analyze your decision. Trust yourself! Saving everything can get extremely costly rather quickly!

#11 If there are numerous users of your filing system, designate a "file guardian." This person will be in charge of re-filing all information, as well as logging who has what for how long. This will greatly reduce the chances of mis-filing, as well as reduce the time wasted on searching for files that are in use by others.

#12 When creating/organizing a file system, *****segregate****** active files from archive files. Use a "destroy date" on as many archive boxes as possible.

#13 When storing archive boxes make sure the contents are labeled on all 4 sides of the box as well as the top lid. This will expedite the retrieval process as well as ensure that the contents will be visible from any angle, no matter who puts the box back.

#14 Invest in hanging "box" files for categories that contain larger amounts of data. As a general rule of thumb, if a file grows larger than one inch, it most likely needs to be further subdivided in order to enhance rapid retrieval. (See our resource section for product recommendations.)

<< I wish to succeed in getting the 23 employees to coordinate there individual needs with the company needs.

Yes! This *can* be done -- yet in the interim -- everyone is going to need to be patient.

First of all, talk to the powers that be & get *someone* to assist you in deciphering the current files. Is the file still a client? Is it a vendor that is still used? Is it tax info from the last 3,5, 7 yrs? Contact someone in the industry/association to find out what the statute of limitations is for your field. Most people hold on to WAY TOO MUCH paper & think they are playing it safe -- not necessary!!!

Also..get someone who has been around for a while to assist you in the decision-making process BEFORE you can even consider designing a file system that will work for 23 people!!

The purging process actually takes the longest time in setting up a file system -- don't let someone tell you to keep a paper *just in case* there NEEDS to be a reason for holding onto it & *I don't know -- lets save it" is NOT an answer!! ..just so you know in advance :) :)

<<< I often think that it may not be possible to coordinate individual and company needs given my low status in the organization.

## First of all the manager that you report to that has assigned you this project NEEDS to inform all the workers that you have the power to design a system that works for EVERYONE ...*if* they are patient (it won't happen overnite!) & if you get decisive answers on the required retention periods of the paper they currently are saving you can creat a file system that anyone off the street can utilize & FIND the correct info in 5 seconds!

<<< I would love any suggestions on how to focus my effort or suggestions on books and other resources avaliable.

Hopefully Chris I have given you a wealth of info to start with ....the bottom line is you need TOTAL OFFICE SUPPORT in this project ...from management down ...& it NEEDS to be vocalized to all in the environment!

<YES! YES! YES!! Do not give up Chris -- it can be done ...& actually there are tons of us who make a living as Professional Organizers that can attest to the reality you seek!

I'll tell you what Chris...if you keep posting step by step (in small chunks) what you are doing & what you are stuck on...I will respond to everyone of your posts along the way within 48-72 hrs max! (I am really bogged down w/a wealth of clients right now) ...not only that I will offer 1 hr. of free consulting with you via the phone (I can talk much faster than I type :) ) :) ..your dime..my time...& Thursdays are best for me if you get stuck in this process. Just remember it CAN be done & I personally have hundreds of clients that can attest to it...can find what they want...when they want it ...& are much less stressed in the process -- not to mention the $$$$ thay have saved in time & space !! :)

Good luck ..& keep us all posted!!! I am SURE we will have plenty of lurkers on this thread -- so don't despair if there are a lack of responses -- this is a HUGE topic for MANY MANY people!!!

Much Aloha,

Julie Signore -
President: The PHOENIX Organizational Consulting Service
CEO: 1,2,3 SORT IT Organizing Solutions -- Innovative Tools
NSA Member, NAPO Member

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Comments:
: Aloha Chris...

: First of all...my apologies in not responding promptly -- we've been working loooong hours to get our current contest launched :)

: First of all it is DEFINITELY time for someone to do a major purge & archive on the current file system -- 60 yrs is waaaaay too long to anticipate even 50% of those files are needed today! Just the thought of that much paper is horrendous...& the saddest part -- uneccessary, taking up too much space, time & energy!!

: If this is your *intern project* I highly suggest taking the bull by the horns & going for creating *1* system!!! It is DEFINITELY time to consolidate! Even contemplating 23 people attempting to be efficient & not wasting time under the current circumstances is mind blowing -- to put it mildly!

: If you choose to take this mission on here are a few pointers:

: #1 When creating any type of file system -- remember to keep it simple. You wouldn't want to build a system in such a confusing manner that requires a road map to find a file.

: #2 When naming hanging files and interior files, always stick with the first identifying word that comes to mind for that group of papers. Attempts at making it overly sophisticated ensure you won't remember what you called it and you do need to find what you have decided to save. Keep it simple!

: Clarification: think of each hanging file as the family name. Each interior file can be thought of as the kids in
: that family.

: #3 Name the interior file with an identifying word and write the name on the tab. Now, on the front cover of the interior file, write the "family" name of the hanging file where you are going to place it. Case in point: I have
: created a hanging file for all information and work I am involved with regarding the National Speakers
: Association. The hanging file is labeled NSA. Within that hanging file are several interior files. Some of the
: topics are: National; Chapter; Events; Board meetings etc... Each interior file not only has its" folder labeled
: appropriately -- it contains the word NSA on the front cover: *NSA. This way anyone using my file system
: that retrieves an interior file knows exactly where it gets returned to without having to understand the logic of my file system.

: #4 Place all tabs for hanging file folders on the front of the file. The fingers normally approach a file in such a
: way that if the tab is in front, the interior folder for that file is right there. If the tab is on the back of the file
: folder, the contents being filed have a greater tendency to slip between one file folder and the next into an
: open space, aka: the black hole!

: #5 Always, always use an interior folder for the contents of a file. Make sure it is labeled to correspond with the hanging file folder itself. When the contents of a file need to be retrieved, remove the interior folder. NEVER remove the hanging file itself. After all, this is the landmark designating where the file actually lives. This simple subtle task will avoid lost files.

: #6 Manila folders have several scored lines on the bottom, these are used when an overabundance of paper in the interior file would hinder the visibility of the label on the folder. Fold the scored area as necessary to
: expand the size of the folder.

: #7 Avoid filing pocket folders, (the type you receive in workshops etc...), they impede the visibility of the interio filer folder name as well as the tab on the hanging file folder. Instead, remove the contents you need from the pocket folder and staple the paper together before placing it in the interior folder.

: #8 Never use paper clips when filing. They have a tendency to get caught on another paper that is a different subject matter within the interior files. Staple multiple sheets of similar topics together that are sharing the same interior folder.

: #9 Make sure you use "nouns" when filing not adjectives. What is "old stuff" anyway? Note: avoid using a title of "miscellaneous." You need to make a decision about that paper, even if it means tossing it.

:
: #10 Find out what the policy is in your office for the retention of records. Someone needs to make this decision or the tendency is to store everything indefinitely. This can add up to incredible expenses and lost space in a relatively short time.Note: people have a tendency to invest in more file systems and/or archive boxes for offsight storage, rather than weed through papers and make decisions. You will eventually need to increase the square footage of rented space thus incurring even more costs --all because no one took the time to analyze the data and make a decision!

: #11 When creating the new file system: Designate an expiration date for as much of your filed material as possible. Maintain consistency.For example, use a red pen in the upper left-hand corner and code a specific expiration date on the material. Some people are hesitant in assigning this date for fear of error in judgement. They have a tendency to "save everything because they got burnt once." You must decide to make a decision. If you are in doubt and need some confidence in this type of decision making -- just add 4 months to the date to be safe. Note: Next time you are in that file and run into a file with an expiration date that has passed -- toss it! Avoid taking the time to re-read, or re-analyze your decision. Trust yourself! Saving everything can get extremely costly rather quickly!

: #11 If there are numerous users of your filing system, designate a "file guardian." This person will be in charge of re-filing all information, as well as logging who has what for how long. This will greatly reduce the chances of mis-filing, as well as reduce the time wasted on searching for files that are in use by others.

: #12 When creating/organizing a file system, *****segregate****** active files from archive files. Use a "destroy date" on as many archive boxes as possible.

: #13 When storing archive boxes make sure the contents are labeled on all 4 sides of the box as well as the top lid. This will expedite the retrieval process as well as ensure that the contents will be visible from any angle, no matter who puts the box back.

: #14 Invest in hanging "box" files for categories that contain larger amounts of data. As a general rule of thumb, if a file grows larger than one inch, it most likely needs to be further subdivided in order to enhance rapid retrieval. (See our resource section for product recommendations.)

:
: << I wish to succeed in getting the 23 employees to coordinate there individual needs with the company needs.

: Yes! This *can* be done -- yet in the interim -- everyone is going to need to be patient.

: First of all, talk to the powers that be & get *someone* to assist you in deciphering the current files. Is the file still a client? Is it a vendor that is still used? Is it tax info from the last 3,5, 7 yrs? Contact someone in the industry/association to find out what the statute of limitations is for your field. Most people hold on to WAY TOO MUCH paper & think they are playing it safe -- not necessary!!!

: Also..get someone who has been around for a while to assist you in the decision-making process BEFORE you can even consider designing a file system that will work for 23 people!!

: The purging process actually takes the longest time in setting up a file system -- don't let someone tell you to keep a paper *just in case* there NEEDS to be a reason for holding onto it & *I don't know -- lets save it" is NOT an answer!! ..just so you know in advance :) :)

: <<< I often think that it may not be possible to coordinate individual and company needs given my low status in the organization.

: ## First of all the manager that you report to that has assigned you this project NEEDS to inform all the workers that you have the power to design a system that works for EVERYONE ...*if* they are patient (it won't happen overnite!) & if you get decisive answers on the required retention periods of the paper they currently are saving you can creat a file system that anyone off the street can utilize & FIND the correct info in 5 seconds!

:
: <<< I would love any suggestions on how to focus my effort or suggestions on books and other resources avaliable.

: Hopefully Chris I have given you a wealth of info to start with ....the bottom line is you need TOTAL OFFICE SUPPORT in this project ...from management down ...& it NEEDS to be vocalized to all in the environment!

: <<Is it even possible for me to accomplish my goal?

: YES! YES! YES!! Do not give up Chris -- it can be done ...& actually there are tons of us who make a living as Professional Organizers that can attest to the reality you seek!

: I'll tell you what Chris...if you keep posting step by step (in small chunks) what you are doing & what you are stuck on...I will respond to everyone of your posts along the way within 48-72 hrs max! (I am really bogged down w/a wealth of clients right now) ...not only that I will offer 1 hr. of free consulting with you via the phone (I can talk much faster than I type :) ) :) ..your dime..my time...& Thursdays are best for me if you get stuck in this process. Just remember it CAN be done & I personally have hundreds of clients that can attest to it...can find what they want...when they want it ...& are much less stressed in the process -- not to mention the $$$$ thay have saved in time & space !! :)

: Good luck ..& keep us all posted!!! I am SURE we will have plenty of lurkers on this thread -- so don't despair if there are a lack of responses -- this is a HUGE topic for MANY MANY people!!!

:
: Much Aloha,

: Julie Signore -
: President: The PHOENIX Organizational Consulting Service
: CEO: 1,2,3 SORT IT Organizing Solutions -- Innovative Tools
: NSA Member, NAPO Member

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