Re: filing

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Posted by Julie Signore on May 27, 2000 at 08:01:15:

In Reply to: filing posted by Sally on May 13, 2000 at 15:01:46:

Aloha Sally...

As far as << the rules for filing correctly...>> Sally....each office is uniquely different.

I can honestly say that in all the years I have been working w/businesses -- that no 2 file systems are setup the same...it ALL depends on the *individual needs* of the person.

Most people make the mistake of creating such an elaborate file system -- that you need a road map to find anything. The idea is to make your categories according to how you will find/use the information.

Hence, if an office deals w/a lot of *vendors* ...then I would setup the system so vendors are in an alpha order. If there are a lot of *clients* ...then I would do the same thing for this topic.

Yet if a few vendors are used as *reference material* ...then I would create an area within the Client's reference area to also contain vendors.

Another example would be if there was a need for the Client to have a breakdown by vendor *type*...in which case I would create categories within the category. ie: grouping all printer vendors; electricians; architects; PR firms ...whatever the need!

In your above example -- it is not clear if there are several different lawyers involved ..if there were...I would create an *attorney* section within the files & alpha order the contents.

Most offices will have a need for a legal section...in this area one may want to place any info relating to tradenames, licenses, corporate info etc... There is a need for an insurance section as well. This would contain: HMO info, employee signup forms, Life, E&O, dental, etc....

Another thing to keep in mind is creating the file names... I *listen* intently when sorting/weeding/categorizing papers when I work w/my Clients. The words that come out of their mouth *first* are the *identifying* names in their minds of how they will find a document. This is important!!

If the file system is for your use only -- then it needs to work *for you*...if others will need access to it ...then you need to describe HOW the system works to them as well.

Make sure you label the file drawers w/the main topic of it's contents. Also make sure each file has an exterior file, interior file & file tab. I HIGHLY recommend using Esselte/Pendaflex files -- they are THE BEST!! They last far longer & their *design* is totally unique in the industry.

I have a unique way of setting up files to get my Clients to the info REALLY fast! I created this *system* for a Client that was having difficulty "finding what they wanted -- when they wanted it." Lo & behold, I now have found many of my Client's love it!!

I am hopefully going to be able to create a "File Recipe" that is similar to the simplicity of the "Kitchen Recipe" & "Desk Recipe" found in the "Registered Members" section of the website for downloading. Unfortunately, due to my current Client load the *recipe* has been put on hold. It will be the most tedious of any I plan to do -- yet from the wealth of e/m's sent to this website -- there is a HUGE need -- so it is definitely in the future plans of the website.

There are several *techniques* that I employ when creating a file system that would be challenging to describe in this space -- so in the interim if you have any more *specific* questions -- I'll see what I can do for you! :)

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 Sally...

: As far as << the rules for filing correctly...>> Sally....each office is uniquely different.

: I can honestly say that in all the years I have been working w/businesses -- that no 2 file systems are setup the same...it ALL depends on the *individual needs* of the person.

: Most people make the mistake of creating such an elaborate file system -- that you need a road map to find anything. The idea is to make your categories according to how you will find/use the information.

: Hence, if an office deals w/a lot of *vendors* ...then I would setup the system so vendors are in an alpha order. If there are a lot of *clients* ...then I would do the same thing for this topic.

: Yet if a few vendors are used as *reference material* ...then I would create an area within the Client's reference area to also contain vendors.

: Another example would be if there was a need for the Client to have a breakdown by vendor *type*...in which case I would create categories within the category. ie: grouping all printer vendors; electricians; architects; PR firms ...whatever the need!

: In your above example -- it is not clear if there are several different lawyers involved ..if there were...I would create an *attorney* section within the files & alpha order the contents.

: Most offices will have a need for a legal section...in this area one may want to place any info relating to tradenames, licenses, corporate info etc... There is a need for an insurance section as well. This would contain: HMO info, employee signup forms, Life, E&O, dental, etc....

:
: Another thing to keep in mind is creating the file names... I *listen* intently when sorting/weeding/categorizing papers when I work w/my Clients. The words that come out of their mouth *first* are the *identifying* names in their minds of how they will find a document. This is important!!

: If the file system is for your use only -- then it needs to work *for you*...if others will need access to it ...then you need to describe HOW the system works to them as well.

: Make sure you label the file drawers w/the main topic of it's contents. Also make sure each file has an exterior file, interior file & file tab. I HIGHLY recommend using Esselte/Pendaflex files -- they are THE BEST!! They last far longer & their *design* is totally unique in the industry.

: I have a unique way of setting up files to get my Clients to the info REALLY fast! I created this *system* for a Client that was having difficulty "finding what they wanted -- when they wanted it." Lo & behold, I now have found many of my Client's love it!!

: I am hopefully going to be able to create a "File Recipe" that is similar to the simplicity of the "Kitchen Recipe" & "Desk Recipe" found in the "Registered Members" section of the website for downloading. Unfortunately, due to my current Client load the *recipe* has been put on hold. It will be the most tedious of any I plan to do -- yet from the wealth of e/m's sent to this website -- there is a HUGE need -- so it is definitely in the future plans of the website.

: There are several *techniques* that I employ when creating a file system that would be challenging to describe in this space -- so in the interim if you have any more *specific* questions -- I'll see what I can do for you! :)

:
: 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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