Now that you have reduced the mountain of paper spread around your office, it’s time to create an organized file system.
Most file systems are divided into three parts: Active, Reference & Archive.
Active files are those that include action steps. For more information about creating an active file, click here.
Reference files are files that need to be kept for, well, reference. Most of the files in your file system will fall into this category. Reference files include ‘Auto’ ‘Banking’ ‘Credit Cards’ ‘Insurance’ ‘Investments’ records tracking for clients, proof of a legal transaction, or information that would be difficult to locate elsewhere.
Reference files should be kept as close to your workspace as possible for easy access. A file cabinet, rolling file cart, or, for smaller Reference File systems, a mesh cube, can be used to contain these files.
Archive files are files that need to be kept for compliance reasons. They may be accessed well into the future, if they are ever accessed at all. Archive files include old tax information, old medical records, and any other file that may need to be accessed at some point in the future.
To Create your Reference File System
Think Broad First, then Narrow: Decide whether you want to file by categories or alphabetically, or a combination of both.Continue reading “How to Create a File System”