New year, new files to come...are you prepared?
Hard to believe, but another year has come to an end. And that means
it’s the perfect opportunity to update your files! The process of doing
this actually involves two stages. First, you should “purge” your
current filing system of out-of-date files. Then you can transfer this
year’s files into a storage phase, making room for the new paperwork
that will accumulate in 2008. Here are 5 tips to keep in mind:
Sort, and sort some more. Just randomly pulling old files from
your drawer may not be the best or most efficient approach. Instead,
sort your files according to date, subject, priority or any other way
you want. This will enable you to clearly see exactly what files you
have before you begin purging and transferring.
Use your “round file” (translation: the trash can). Don’t
be afraid to throw certain files away, provided you’re sure you won’t
need them anymore. For example, chances are you will no longer need
every single piece of paper relating to last summer’s department
get-together on the boss’s yacht. Need help in deciding? Ask yourself
one question, what is the worst thing that could happen if I throw this
away.
Establish archive files. Certainly, there will be many documents
that you likely won’t refer to anytime soon, but, need to hold onto for
the foreseeable future...just in case. Create a separate filing section
devoted exclusively to archives. Another suggestion is to use specially
designed storage boxes . These sturdy, corrugated products are ideal for
both short- and longer-term archiving.
Identify everything clearly. Remember, after you have transferred
the current year’s files to make room for next year’s files, you have to
keep in mind that you’ll probably reference this year’s files again some
time in the future. So, be sure to mark your file drawers, as well as
individual files and/or storage files clearly for fast look-ups.
Allow room for later additions. After you transfer this year’s
files, even if you think you’ve gotten them all, there’s a strong
likelihood that more papers will have to be transferred at a later date
(maybe you’ll find another drawer-full of records you missed the first
time). Think ahead, and allow extra space for additional files when
setting up file storage.
