I am doing some research for an article I am writing on paper filing systems. What are the major problems you see or experience in business filing system?
Thanks!
Barbara Hemphill NAPO-NC
Having worked in the retail & back office areas of two major banks, I can tell you the major issue. Take any memo/letter/.... and its purpose & where to file differs by person. I distributed MICS reporting documents plus requests for info each month. Accross the 20 mgrs in my last position, their files were all labeled differently.
A successful twist is to label the documents with the file names or with color coding (this is expensive & hard on the environment). In an environment where there needs to be access to files, expecially electronic, a naming system easy to understand & add to is the best.
For our PC files, we had standard naming convention, changing 3-4 characters in the files, and leaving the others to know info, i.e dept #'s/names.
Would like to read your article when your finished.
Grace
Barbara,
The major problems I see with my clients in paper-based filing systems are:
1. No system for purging the files...therefore, stuff stays and stays and stays
long past its useful date.
2. Straight alpha filing doesn't seem to work past a certain number of files.
New files get added with the same subject, different name and all of a sudden
there's two or more places to look (and lose) papers.
3. The basic problem of just keeping too much. Most clients think, when in
doubt, keep it...and that usually means file it.
4. Then there's the problem of just not having a system that works for them
so paper piles up on their desk or elsewhere in their office because they know
if they file something they'll lose it...or it's just plain unpleasant to file
in a system that isn't "friendly".
Hope this helps,
Janet Parsons - NAPO member
Janet,
I know you must have been addressing a specific question for Barbara but I wanted to respond to some of the filing issues you raise for the potential benefit of other readers:
>>The major problems I see with my clients in paper-based filing systems are:
1. No system for purging the files...therefore, stuff stays and stays and stays long past its useful date.>>
A couple of suggestions: 1. each time you (anyone) picks up a file, take a minute to look through it and purge whatever is outdated/obsolete/no longer necessary. 2. Calendar times (at least twice a year) to purge all files.
<<2. Straight alpha filing doesn't seem to work past a certain number of files. New files get added with the same subject, different name and all of a sudden there's two or more places to look (and lose) papers.>>
Trying filing by subjects rather than straight alpha filing. (i.e. designate a file drawer or a portion of a file for financial files and business files and reference files. Then break down into specifics (and file alphabetically) behind the broad subject heading.
<<3. The basic problem of just keeping too much. Most clients think, when in
doubt, keep it...and that usually means file it.>>
Remind people that 80% of what gets filed never gets looked at again. Almost all information is available somewhere (bank records, library, etc.)
<<4. Then there's the problem of just not having a system that works for them
so paper piles up on their desk or elsewhere in their office because they if they file something they'll lose it...or it's just plain unpleasant to file in a system that isn't "friendly".>>
Filing systems work best when they make sense to the person using them. Names of files and a particular system should be designed with the primary user in mind (and ideally with their help and input)
<<Hope this helps>>
Ditto.
Mikki Lesowitz
<<<>>The major problems I see with my clients in paper-based filing systems are:
1. No system for purging the files...therefore, stuff stays and stays and stays long past its useful date.>>
A couple of suggestions: 1. each time you (anyone) picks up a file, take a minute to look through it and purge whatever is outdated/obsolete/no longer necessary. 2. Calendar times (at least twice a year) to purge all files.>>>
If I may add one more, make a retention decision and write the retention period at the top of the sheet or on a sticky note. Makes cleaning out all the easier.
Carl
Janet,
I would add only one thing to Mikki's excellent suggestions...
When creating a new file or considering where to file something, ask 'where would I be likely to *look* for this?' That's usually an exc excellent guide to effective filing.
Paulette Ensign
====================
Hi Julie,
I mentioned in a note to Alan the dimensions of my file drawer and then forgot to give the info to you (and you ARE the one who asked!). The drawer is only 10" deep. It has room for hanging files but not for the plastic tabs. I did go out and buy some color file folders, but I haven't actually gotten around to installing the color system yet. To tell the truth, I'm not 100% sure how I should organize everything by color, but I'm sure with a little thought I'll come up with something. Any ideas from you would still be very welcome!!!
Jill Dubois
Class Reunions Ltd.
Aloha there Jill !
In measuring my file folder +tab - I come out with 9 5/8"....Gawd we are cutting it close here ! :D
Here is a couple of "what if's " for ya :) .
I will be quite frank here & say I don't have a drawer to test this on - & unlike Alan I haven't (luckily) run into sub-standard sized desks ...yet !
*insert the tab & cut it down a hair...then insert the written label, trim back the label, insert, & tape the top closed.
(if you want...try it w/1 folder & see if you can *buy* the space for clearance :) ...it may be close...but just *maybe*.....X (crossed fingers)
*bear in mind that a standard file drawer is actually 10.5"
& file + tab = 9 5/8"
I think Alan's suggestion for a color file system is excellent !...It will cut back on your "seek & find" time. What you would want to do is use the colors in the respective *categories* ie: clients are red; a/p is yellow; a/r is green; vendors are blue etc....of course maintaining an alphabetized order w/in *each* section.
Don't worry about us not seeing your responses Jill...we are out here quite frequently & actually we *all* keep up on *all* repsonses :) Actually, I have been giving your *arrangement dilemma* some thought - will get back to you when the
"Grand Aha" ! strikes :)
In the meantime - keep me posted on the "file-progression" - I truly enjoy hearing about your progress !
Aloha
Julie Signore - NAPO Member
The PHOENIX Organizational Consulting Service
Maui, HI.
Hi Jill
Deciding on how to color code is really a matter of what your needs are.
A basic approach is to divide your papers into the BROADEST categories you can think of and assisgn a color to each --e.g Financial=Green, Administrative (Blue), Salles & Marketing (Yellw), Personnell (Red).
Another approach is to use color within the file drawer to "red flag" certain kinds of papers- For example--in my client drawer I use Goldenrod for Residential Cllients, Green for Business/Corporate clients, and Lavender for Media.
The key is simplicity. I never recommend more than 4-5 colors within a system--after that it's gets hard to remember what stands for what.
These are just a few of the possibilities. Tell me more about you files and maybe we can come up with more specific suggestions.
Thanks,
Julie Morgenstern
TASK MASTERS, Brooklyn, NY
Hi Julie,
I'll try to explain my filing (or lack of) system. First, I went out to Wal-Mart and bought three packs of colored file folders. The colors included are blue, yellow, red, green, and orange.
The files I need to set up are: 1) class reunion committee member contacts, 2) banquet facility info packs, 3) catering info packs, 4) promotional items info packs. Those are all of a type. Then I need files set up for each individual reunion class which can include: 1) signed contract and related info, 2) hardcopy database, 3) initial contact letter, 4) responses received from each alumni.
I keep active files in my desk file drawer and inactive files and those I need to refer to only occasionally in a two drawer metal file cabinet that has ended up in the garage.
What can I do with all the different catalogs that I receive in the mail from paper suppliers, computer supplies, etc.? They are now in cardboard magazine holders that are overflowing. Did I mention that I'm a packrat and hate to throw anything out? I think I just answered my own question there....start weeding out and throwing out!!!
I believe I should have done this a long time ago. I mean, actually writing down what files I need to keep. This gives me a much clearer picture of my own situation. Trying to keep everything in my head and figuring it all out is one thing, but actually seeing it all written out makes it sooooo much easier! I'm actually eager to get started now, where before I just kept putting it off and off and off....
I'll try to wait until I hear from you before I actually start, though, because I may veer off in the wrong direction even yet.
Thanks Julie for more than you probably realize! :D
Jill Dubois
Class Reunions Ltd.
Hi Julie,
After I sent my last note to you, I remembered something else I should have told you about my filing system (or lack of)! Because space is so very limited, I am "forced" to keep personal files in the same drawer space as my business files. I do keep most of the personal files in the cabinet in the garage, but those that I refer to frequently I keep in the desk file drawer. Did I mention that that poor drawer is getting quickly overstuffed?! :(
Any help?
Jill Dubois
Class Reunions Ltd.
Hi Julie,
Just wanted to let you and everyone else who contributed ideas to my paper dilemma that I've made a definite start on organizing my file drawer. I used the colored file folders that I mentioned before and now each reunion class hanging folder is filled with colored folders. Each color is for specific files and each color remains constant within each hanging folder. For example, all class databases are in orange file folders, all financial records for each class are in red folders, etc.
My desktop is still a disaster area, but I'm working on it. Actually, the more I work on it the worse it gets. I still haven't found the just right solution to opening up some work space without losing sight of stuff that needs my attention right away. I guess I'm the visual sort or out-of-sight out-of-mind!
But, I wanted to let everyone know I AM making progress and that I appreciated all the suggestions. Please keep them coming! I need all the help I can get :)
Jill Dubois
Class Reunions Ltd.
Jill-
You might want to consider a "literature Sorter" on your desktop--one of those 9 or 12 slot stands that look like something from a mailroom. You can keep papers visible but organized-sliding papers in and out as you need them--.
You can find them in most stationary sotore-They come in cardboard, wood and metal. FELLOWES makes an inexpensive, attractively printed cardboard one with 9 slots.
Hope it helps!
Julie MOrgenstern, TASK MASTERS, Brooklyn, NY, NAPO Member
Hi Julie,
Thanks for the idea about the literature sorter. I'll see if I can't find one in the stores around here and check it out.
I have discovered that writing down absolutely everything that needs my attention on my To Do list allows me to go ahead and file most papers in the drawer. Then when I check the list I still know where to find everything. Organizing that desk drawer was the smartest move I've made in quite awhile!
It's easy to sit and try to work in squalor and complain about it all, but once you ask for help and start receiving suggestions--well, then you just HAVE to do something about it! After all, everyone who offers help is out there waiting to hear back from you. Great incentive! :D
Jill Dubois
Class Reunions Ltd.
Jill,
I was going to suggest that you use your calendar or planner *exclusively* as your reminder of anything you need to do, then papers can be filed away, resolving your "out-of-sight-out-of-mind" problem. But *you're way ahead of me*. Glad to hear that's working.
A thought as you get used to this system...in your planner/calendar next to the item to do, jot the name of the file that contains the backup paperwork (or use little abbreviations if you need to.) While you're still getting used to not having everything in sight, this helps you keep track of just where you put it. It also frees up your mind when you're ready to tackle your to-do. No extra time spent trying to remember where you filed your papers.
Good luck. It's so nice to hear that you're making such progress.
Janet Parsons - NAPO member
In Working Order
Cincinnati, OH
Hi Janet,
Thanks for the extra tip about writing down notes on my To Do list/planner to remind me where the related papers are filed. I have a tendency to think "Oh, I'll remember where I filed that easy!" WRONG!!!! Every time I do that, I end up spending countless minutes/hours looking for the "obvious" filing place. Writing little reminder notes helps a lot!
Jill Dubois
Class Reunions Ltd.
Hi there Ms Organized Jill :)
Might I interject here ..that when *creating* the file folder I usually encourage my clients to use the first identifying *noun* that comes into their head ...statistically speaking THAT is how they will recall it when retrieval is necessary.
What may be logical for one person...just won't work at times for another. If I were to create "all" the titles for my clients...I'd probably be getting alot of wakup calls asking..."do you remember how we filed such & such a paper" ? <g>
Keep it simple...bottom line :)
Aloha,
Julie Signore - NAPO member
The PHOENIX Organizational Consulting Service
Maui, HI.
Hey Julie,
My husband has already made his complaints known about my filing system. What works for me apparently doesn't always work for him. I am the principal user of the files and reunion-related business, but there are times when he needs to locate something, too. I haven't figured out a way to label everything so that it works for both of us. So far, he's been just waiting and asking me where something is or else wrecking havoc on the desk and in the files looking on his own. Any ideas?
Thanks.
Jill Dubois
Class Reunions Ltd.
Aloha Jill !
Say Jill...since you organized the file system - have the 2 of you taken time to sit down together so you can explain *the new system* to him ?? Communication in this regard is definitely the first step.
I know that some people respond differently to change(s) but you each need to go thru a question/explaination time here it sounds like. It will require patience for both of you ...but the time to *listen* is important.
If he does not invest this time ...then:
"So far, he's been just waiting and asking me where something is or else wrecking havoc on the desk and in the files looking on his own."
this could continue...
It's difficult to try & *piecemeal* the explanations for your new system as you/he goes - so to speak... The digging aroung may be the frustration in not knowing where something is expeditiously.
Were you ever able to get a *tab* of sorts put on the file folders? If not & you are solely relying on the "colors" ...then make up an index for him & strategically place it for his viewing. ie:
red =my clients
orange =A\P
yellow =A\R
green =tax info
blue =insurance
purple =business plans etc....
From what is *sounds* like he only uses specific files ? Then those are the colors he definitely needs to know. Remember also you have created a new habit...which affected a change in his habit....hang-in ...it's like learning how to use a stickshift - before you know it you do it automatically w/out thought.
After you get a chance to sit down & *really* explain the system...give him 21 days & before you know it he can find anything on his own! Just make sure he understands the *user* of the file also replaces the file <g>
Lemme know if this helps ...& good luck !
Aloha,
Julie Signore - NAPO member
The PHOENIX Organizational Consulting Service
Maui, HI.
Hi Julie,
Everything you say makes perfect sense, but finding the time....! It is becoming more and more apparent that we need to MAKE the time, though. My once neat file drawer is not anymore on a regular basis it seems. I did manage to make the tabs fit on the hanging files by bending them severely and trimming off a bit on the bottom edge. That helps enormously.
>> Just make sure he understands the *user* of the file also replaces the
file <<<
All I can say to your last statement is ROTFL! He has a million excuses like "You know where it goes better than I do" and "I don't remember exactly where I found it" and I could go on.... What saves my temper is the fact that he really doesn't rifle through the files too often. If it was on a daily basis, I would probably have to "fire" him! <G>
Thanks again for your support!
Jill Dubois
Class Reunions Ltd.
Julie,
Here's my really, really novice advice. At 36 years old, I'm first really learning the meaning of filing!
I have a typewritten list of every file folder in my cabinet. Yes, it was time consuming to write it up but well worth the effort. I find eye balling the list I can easily figure out very quickly exactly where I filed a particular item.
Sue
Hello again, Jill
I would copy Sue's thought of an index for your husband's reference when needing access to your filing system.
1. He wouldn't become frustrated trying to find something and take it out on your files.
2. It would provide him with a diagram to introduce him to the logic and flow. In time he could be as at home with it as you are.
3. An index can also eliminate duplicating files (different names--same info) when you refer to it before creating a new file.
Note: I don't usually suggest indexing *everything* but in this situation <<husband needs access but not primary user>> it can prevent procrastination (wait until JILL can do it) and devestation in your files.
Let me know what you both think.
Traci Thomasson - NAPO member
Home Organization Plus Extras
Kansas City, MO
Hi Traci,
Indexing the files in the drawers is a great idea! All I have to do is write down what specific files are and their corresponding color codes and my husband (or anyone else) should be able to find what they need without my immediate help. Now if I could just get him to refile what he unfiles!
Thanks again!
Jill Dubois
Class Reunions Ltd.