The final step in our Paper File Management series is how to decide where to store your files. Storage depends on a number of considerations: frequency of access, compliance requirements, the size of the files, available storage, and the number of people who must access the files.
Action: Items that require an action, such as bills to pay, phone call notes, research paperwork, or information on making a purchase need to go in your Active Files. Active Files are also known as Tickler Files, because they ‘tickle’ your brain to remember that there is an action associated with them. Choose your most convenient location for your Active Files since you will be accessing them on a regular basis.
Location Options: Action Files can be stored in a number of places: a rolling cart next to your desk, in nearby cubbies or on your desktop. Make sure all labels are visible as these files will be the backbone of your daily tasks.
Reference files are files that might need to be accessed regularly. Frequency of access is determined by type of industry and whether or not paper files are still the accepted standard. When deciding where to store Reference Files, ask yourself:
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