Just having file cabinets in your office will not naturally
keep your files organized. A system of organization is
required in order to keep your paperwork in order and thus
maintain a smooth-running business. But the truth is that
each business or individual will be best served if they
develop a filing system that is individual to their needs.
That being said, there are a few general tips that can be
helpful as you put together your filing system.
• Color-code your files. With files available in red, blue,
yellow, green and other colors, most offices can quickly
come up with a color system to assist the speedy retrieval
of paperwork. For example, a doctor’s office might organize
their patients’ files in different colors according to
insurance providers or according to the doctor who sees
that patient.
• Keep two years handy. Many businesses have found that
they are well served if they keep two years worth of
paperwork handy, archiving anything that is three years old
or more. This is simply done. For example, if you have two
file cabinets, you can designate one cabinet as the one
containing this year’s paperwork. The other cabinet would
be organized in the same way as the first, but would
contain the previous year’s work. This system works well
because when one year is over, the cabinet does not need to
be moved; instead it simply becomes last year’s cabinet.
Then the cabinet that held the work from the year before
can have its contents archived and then the newly empty
cabinet becomes the current year’s cabinet.
• Alphabetize by last name. This one is logical, but
sometimes is made more complex than it needs to be. Some
offices try to create different categories for their
customers, thus necessitating sectioning out their file
cabinets. This is overkill. It is better to simply stick
with a general alphabetical organization. If you have your
files in drawers, be sure to label the fronts of the
drawers with the letter range in them.
Combining these tips with your individual system should
result in a flexible, easy-to-use filing system.