For example, if you work in a law office and need to organize client files, you might sort by general case types: litigation, probate, corporate, administrative, and others.
For example, if you are setting up a filing system for financial matters, you might have a general category of “Outgoing Payments,” and then set up subcategories of vendors, suppliers, services, professionals and administrative costs.
Instead of using folders that are completely colored, you can use regular manila folders and get colored stickers. You can then affix the stickers on the top tab, on the edge of the folder, or both for more visibility.
The labels on each file should be printed as neatly and consistently as possible. You can very easily buy a software packages that will allow you to format labels, so you can type and print them using your computer. If you print your labels with your computer, you should use a consistent font size and style. If you are printing by hand, you should try to be consistent and as neat as possible.
You may choose to sort some information by date rather than by a topic label. If so, then you will need to decide for yourself if it makes more sense to sort your files with the newest items in front and move to the oldest, or vice versa.
Organize the “action” file. The papers that need to be dealt with immediately should be sorted into smaller groups based on the work that you need to do. For example, set up such subcategories as call, write, deliver, and pay.
As you review each item, you should determine whether you even need to keep it. If the paper is something that has already been dealt with and is not something that you need to keep as a record, then consider discarding it rather than filing it. [9] X Expert Source Caitlin JaymesCloset Organizer & Fashion Stylist Expert Interview. 16 December 2019.
Decide whether you need to keep any envelopes. In most cases, the envelopes are unnecessary and can be discarded. However, if you believe you may need proof of delivery or proof of a postmark, then you should staple the envelope to the papers and keep them together. Multiple papers should be stapled together. This will prevent things from getting separated or lost. Staples are preferable to paper clips because (a) they fit more uniformly in the files and (b) they do not have the problem of slipping off.
For example, you might set aside the last half hour of each day to file the day’s papers. If this is not enough time, then you might try doing your filing twice each day, just before you go to lunch and then just before leaving for the day. The keys to success are consistency and repetition.
If may be more efficient and more effective if you offer to get anything that someone else in your office might need, and then ask them to return everything directly to you. Then you can be sure that everything gets refiled correctly.
