Plan ahead of time by clearing a table space to work on your papers. If you are adapting someone else’s paperwork into a new filing system, remove all documents from the current system. It will be better for you to handle all documents and prepare for a new system.
You don’t need to read each paper, but a brief skim will help you out. Post-it notes are good for marking important papers you know you’ll need to spend time on.
Having a sense of chronological order could be useful for your filing needs. Set priorities while sorting through paperwork. When you see papers that are exceptionally important, place them on the top of their respective pile.
If you are 100% sure that you don’t need some paperwork and you cannot draw a viable link to other document, discard them. Check with your superiors if you’re allowed to throw away anything before following through with something.
Avoid arranging a file’s contents based off the alphabet. Alphabetical organization works more efficiently for organizing groups of files. Place the manila folders into a filing cabinet as you fill the folders. [4] X Research source
The best way to file and retrieve files is by labeling each file. Manila folders have an extra tab designed to label files that will make your retrieval process easier. If you are handling clients, it is more efficient to alphabetize by last name. If you have a lot of files, consider making letter sections to help you organize. Section dividers are large and simply contain one letter. You can also divide the letters in pairs like “A-D” or “F-K. ”
The best way to organize topical information is through section dividers. Label your section dividers based off the contents, like “Admin Law. ” This system works best if you have several different topics. If not, you’ll be left with one or two dividers and not much of an organized system.
Only use this system if you are comfortable viewing several numbers and can retrieve information from these numbers. Mark on the filing tabs the numbers or dates and organize based off the numbered value. Start with “1” and have the following numbers increase value. If you are filing with months, start with January and move, in order, through December. You’ll benefit with section dividers for each month.
One of easiest ways to add color to your established filling method is by using highlighters. You can purchase a variety pack of highlighters from any office supplies store. Another way to implement color coding is by using a variety of colored folders.
You’ll need to be careful you don’t get unorganized using this system. Keeping the project you’re currently working on in the front, won’t always guarantee an efficient organization.
After the first few months you could also reflect if the system you choose is working for you.
Take out all the files and wipe down the filing cabinet with a damp washcloth to remove dust buildup.
