how to create a filing system for an office

It takes 10 minutes to make but is extremely easy to navigate as you’ll see. I did try it out for a couple of days. @Mandar Vaze: For Windows tagging, a google search got me this: http://lifehacker.com/software/featured-windows-download/tag-and-organize-your-files-quickly-with-tag2find-270662.php . For your filing system, I encourage you to think in broad terms. If you haven’t yet converted to a paperless system of storing documents, you can still easily manage a system to keep track of all your records. Would you make a file/folder for every snippet of info? Yesterday, we sorted our To File stack and created file names that work for us and our businesses (see that post here: How to Construct a Filing System That Works For You). Answering these … This folder practically holds my entire life. Press Tab, and type “N” to select the “New Folder” command. Why didn’t I think of that? Create An Effective Office Filing System. Learn how to organize important documents with these tips on creating a file system that works for you. There should be no "miscellaneous" files in your system. Create time to reorganize your filing system or start a new system; it is easier to finish it all at once. Above that I also separate into Current Files and Archive Files. It’s a good system, but for me, it lacks two things: In accordance with GTD, I like to have a comprehensive system that’s cross-platform and can live independently from software such as DevonThink. The article shows how to organize your office filice system. Great post and the comments were most engaging. I guess it would have helped if I had told you I’m stuck on Windows Know any tagging software for windows ? There’s a maximum of 26 places I can look for in the worst case, usually you can narrow it down to 3 or 4. Label each drawer a broad topic to help you and others find the right drawer more quickly and painlessly. You could try Google Desktop for XP to get a similar search utiltiy, though I find it rather bloated software that takes over your desktop. Your email address will not be published. If you have any questions, feel free to drop them in the comments and I’ll do my best to answer them. Besides taking papers from obvious locations, such as your desk drawers and filing cabinets, do a sweep of the rest of your home to make sure you've accounted for everything. Like, really really rice-and-beans broke. You have file that’s landed in your inbox, either by downloading it from the internet, an email attachment, or a direct PDF scan from your scanner. Thanks for the reply Arjun. Take the files to a subject matter expert from each department, preferably someone you know has amazing orga… Create an Efficient Home Filing System. In Gmail I have a list of tabs that are too long to scroll through – thanks to the “type the begining and file” feature on gmail. Will Quicksilver learn the new filing system. Label each file with a name that makes sense and is easy to find. For more helpful ideas, check out my tips for organizing your home office, organizing room-by-room, and simple daily routines to stay organized once you get there. I am a pensioner and wish to go paperless. For me, it is replacing stickies and a million bits of paper. Even in the age of email and the internet, we still deal with many paper documents and files. More likely, it was just a random assortment ofindividual files that really had no connection to each other. I might have another one called “Blogging” in B, which in turn contains my Posts in a “Posts” folder, my template files, etc. Windows — Right-click a blank space, select New, click Folder, type in your folder's name, and press ↵ Enter. http://lifehacker.com/software/featured-windows-download/tag-and-organize-your-files-quickly-with-tag2find-270662.php, STEVEN J. FROMM, ATTORNEY, LL.M. Solicit input from the people who use the files. The auto-searching and auto-creating part is good. (TAXATION) says. For supplies all you really need are several colors of file folders, and if you want to get fancy, some box bottom hanging folders. Are you drowning under tidal waves of paper? Any ideas on filing systems on line? Filing System Organization. Filing systems utilise one of the following methods: Alphabetilical; Numeric; Geographil; Subject; Chronologic All these methods have advantages and disadvantages and you must decide which one would be best for you. Is that cheap enough? STEVEN J. FROMM, ATTORNEY, LL.M. Putting labels on your folders are good but this alone will not work. The free 5GB is more than enough for just documents. (If I’m looking for tax returns under “F”, I should not be looking at “fun”, I’ll only check under “finances”). For supplies all you really need are several colors of file folders, and if you want … These systems can be used for any volume of records. Get piles of paperwork under control with an easy-to-follow filing system. As you create your computerized filing system, keep your paper system in mind.Any files stored digitally should be organized in the same way you paper files are. If there are multiple filing systems in the office, have everyone establish the same type of filing system. You might take a look at Evernote. Currently I travel through layers of folders and remember the locations with my mind, but when I go back to a file after a long while to decide where it should be, it is a pain. I prefer to use a hierarchy where the top level is a general category which includes categories like these: Automobile, Charity, Employment, Medical, Insurance, Taxes, Financial, Legal, Personal, Utilities, Reading Queue, To Be Filed, Dentist, Vision, Warranties and Manuals, Household, Family. Managing Time. Thank you so much for the idea! The best way to keep office documents organized is to have an easy filing system that you understand. Press Tab, and type “M” to choose the “Move to…” command. Creating a file system is important, but so is having a system for paper as it comes into your home, otherwise your file system won’t do you any good. This means getting rid of a lot of stuff and 8 years worth of files, etc. Mine is quite different, although it’s Alpha-sorted, I have a hanging folder for every topic. Mark’s paperless project has always been a favorite of mine to follow. Here, I have an eBook version of George Orwell’s 1984. If you are unsure of a category for a document, put it under the first category you think of when considering the document or get advice from another person. One way to create order from chaos is to set up a numeric office filing system, where you assign numbers to records, such as purchase orders, inventory items and estimates, and file information in ascending order, or from the lowest to highest number. But what if you have multiple references to same file, just like say a single blog post having multiple tags ? Have you faced a problem not knowing which folder to look into “G’ for guest post, or “P” for paperless (Or “F” for filling). @Chanel: Glad you like the idea. There is an iPhone app, it has tagging and full text search, and there’s a bookmarklet for saving web pages or parts of them. However, creating a home filing system that makes sense can be quite simple. I am so loving your blog, so, first off, thanks. I like this. Would you have a pic of that uploaded anywhere? There are loads of them out there for the Mac at least, see http://tagamac.com/software/ . Anybody got any free ideas? as you can see form the screenshot in the post, my letter folders each contain further folders for an item. Daneeta: While I don’t know JungleDisk, I personally use SugarSync. Guess I’m just not bash-savvy enough :-). I need to know: Inside the 26 letters, do you create other folders? I’ve been experimenting with this for a while and I have now created an A-Z structure. A few questions if I may: Where did you put your inbox? framework for your filing system, create an index. Papers sticking up out of the folders will block the tabs and make it more difficult to find a file. You'll know exactly where it is. SugarSync is like DropBox but more powerful and flexible. It can handle pretty much any size of data and is relatively inexpensive. The last two steps are necessary because Quicksilver will not have indexed your newly created folder yet, so you have to manually drill down. You may not want to have hanging folders for each customer, but do want the hanging folders for your tax papers, business license, etc. http://www.mozy.com Another option might be XDrive. Here are sample structures for three types of files: corporate, personal injury, and domestic relations. I choose. But remember that looking manually is second practice if you have Windows Vista or OS X, I usually trust the internal search to find things quickly. In this system of A-Z, I usually put the file where I see it best at first. I should ad that Apple soon will have an app out for iPhone/iPod Touch that will let you access your iDisc from everywhere… That just makes it alot sweeter. But then hit one major snag, which seriously hampered my productivity. Your email address will not be published. Looking forward to your reply. At the moment I keep all accounts, payments made EFT and correspondence in Outlook. Stephane. Thanks Arjun. He uses DevonThink to manage incoming documents from his Fujitsu ScanSnap. There's a flurry of data pouring in from all directions that we need to process and, usually, st There’s a maximum of 26 places I can look for in the worst case, usually you can narrow it down to 3 or 4. Single Alpha System . That’s my portable filing system. Go through your files and documents before placing them into the new system and discard any unnecessary documents. Too many files and I shut down. on my totally awesome work horse of a first generation G4. When I recategorise my files as per the above system, and hit the right key, I can’t see my latest files anymore. Even as more and more of our documents are stored electronically and in the cloud, the old-fashioned paper filing system still holds an important place in just about every office. Imagine how much more impressive it would have been if – when asked – you'd smiled, accessed a well-organized filing system, immediately found the document, and quickly given the answer! I like the idea of A-Z filling. This article will show you how to create a document management system that does exactly that. Still working with my scanner to fully understand all it can do and especially in conjunction with file management. I’ve been using the GDT method in gmail, so that’s good. http://www.xdrive.com There are probably some other free online storage options you can find by doing some searching. Alphabetize your files or sort them numerically by category, client names or dates. Purchase Necessary Supplies. I use an app called Evernote, which has a free web version. How you choose to organize your office files has an important impact on efficiency and productivity. And I do this every year! That way, you can easily mesh both systems together. Several of her writing pieces can be found online on eHow. If you aren’t sure how many drawers you will need, create a practice system using banker's boxes. Today I'm sharing my system for creating a simple filing system. To create a truly effective filing system, you need to start with a plan.Simply slapping a label on a folder won’t cut it. Thanks. That way all files are backed up on all the computers, but also in the cloud on the SugarSync folder. How to: 1. @Arif: Filing webpages is really something I’m still figruing out myself. Thanks once again, this is really a simple and brilliant system. But I get your point. I keep a Macbook Air and an iMac in sync, changes appear within seconds. They’re portable, stable and just an awesomely simple file format that doesn’t ask you for money or crash on you. ps. You are the one who is going to have to find them again later. Are you scanning in documents? (Or let’s be honest – all the time.) on the counter or desk to deal with later, sort them the minute you walk in the door. I think they have a free plan as well. Alphabetic Filing lphabetic systems group documents together by letters of the name from A - Z. Although it takes time and effort to set up, theprofessional benefits are worth the trouble. Hospital Files image by PinkSony from Fotolia.com. My biggest stumbling block was that Quicksilver was not drilling down in applications anymore. When I tried to follow other people’s instructions for how to set up a filing system, I got overwhelmed in the process. Create time to reorganize your filing system or start a new system; it is easier to finish it all at once. The whole point to being organized is to relieve stress by bringing your life back under control. As for the folder system, you absolutely get the idea. I’m about to make an international move. I still haven’t gotten it down to a science where I can do it quickly. It will automatically take care of syncing and OCR, and you can use tagging instead of folders. Create a organization structure based on department instead of using categories that group files based on overarching topics, such as finance or human resources. Is this a temperory setback? This is where Quicksilver comes into play. @Daneeta – Mozy use to have a free option. No big deal. Or do what is suggested in this article. They add an unnecessary layer of complexity. For such a purpose, you can keep this folder structure if you like, or go a path I chose a while ago: Make one single reference folder that holds all files and just tag them with atagging application. What I mean is that now I just have to fire-up quicksilver. If you enjoyed this, be sure to stay tuned to Mark’s blog right here and my new blog over at The Productive Student. Have to say that google docs conversion have a long way to go, but it works. In general, these are instructions to all the employees on what actions are to be taken in case of certain situations, likely or unlikely. Set Up Categories and Numbering System Set up file categories and assign control numbers. Rather than piling mail, school papers, etc. This is a guest post by Arjun Muralidharan, author of The Productive Student, a new blog about productivity for college students and all productivity buffs. – Also what about snippets of thoughts and notes, where would that go? You can also set it to automatically backup your computer so you can get to things quickly locally, but get them from the internet if necessary. If bookmarking were not an option how and where would you save these? Where did you put your “active Projects” folder. I only put in stuff that i “can print and take with me” PDF, TXT, Word, excel, etc. I hit a snag with the Downloads folder- I cannot change the name. I find this system works extremely well, as far as retrieval is concerned. Sometimes, the best filing systems use a combination of all, or some, of the methods listed above. I want to achieve the following: Put the file into my system in a folder named “eBooks”. I usually group thinkgs together as logically as I can, like “Domains” where I keep all the information related to domains I own. The point is, as long as it’s easily retrievable, it shouldn’t worry you that your tax report isn’t filed under “T” for tax or “F” for finances. I made an almost similar system after reading GTD. France, @Stephane – You could setup something similar with WebDAV folders or using something like http://www.getdropbox.com. It currently resides on my mobileme iDisk thingy and is being synced locally to all the machines I’m at. Examples: Insurance, Utilities, Finances, Health, Home, Family, Projects. Then file it into the system, of course. Whether you are the only one accessing files or you share with a staff, the filing system you choose must be organized so everyone can find what they're looking for. As for your snippets, I would recommend just using text files. 5Gb doesn’t seem like very much to me. or a similar pic? Have folders and writing implements available near your filing system. Use the arrow keys to drill down to the “eBooks” folder, and hit Enter. I think personally I’m tending towards bookmarks, but if that isn’t an option, try just saving the whole page into your system, using Command-S or Ctrl-S. What I use for my digital filing system is that I simply use SugarSync to sync the folder to all other computers including my Android tablet. How did you change the “Downloads” folder to become “Inbox”? A filing system should be based on how files are used in the office, what features of the file are most often referred to and how files are verbally requested. Gather All of Your Papers in One Spot The first step in setting up a home filing system is to corral all of your paperwork in the same space, so you can sort through it. Google Docs will let you upload any type of file. You will be much more likely to use a filing system if you like how the cabinet looks. Press Tab and type “E” to go to the E-Folder. http://www.sugarsync.com. Dennis Best goes a bit further: http://dennisbest.org/bookmarkin. Don’t think, “Volvo Wagon”; think, “Car” instead. It uses Amazon Web Services to hold that data and can do encryption. (TAXATION), Photo Sharing Christmas Gift Ideas for Family. or do you simply slip the files in each of the letters? An office filing system doesn't need to be one or the other. You should find a system that works for you. That way I can at anytime print out everything and put it in my real life folders if need for some reason arise. Quicksilver can be described as a launcher for Mac OS X, but it basically provides instant access to a lot of functionality and interaction with files. I love this way of doing things. Be sure to check out http://www.theproductivestudent.com/ ! Sometimes there are digital files we’d like to clean up or delete from our primary list of folders, yet it’s important to maintain an archive in case you need to refer back to them later. How to organize an office filing system. If you are anything like me, you have a million “notes to self,” and every once in a while, a little piece of paper can get lost in your shuffle. Business filing system tip - put the latest documents near the top. Google docs – if you turn your uploads to google docs format then the storage won’t count – as well as converting the texts so that it’s searchable. I just find A-Z convenient, and adaptable, as I won’t need to rename or rethink the system unless the roman alphabet gets changed :-). To do this, create a folder called Z-Archive. Thanks for the great post and comments. Here’s my filing system, using just Mac OS X and Quicksilver, and optionally, Leap. There are a number of … It works for me, however, would love to see how your system is. I hope these tips help you create a filing system that works for you. * method: SORT: Divide your papers into categories that make sense to you. The good thing about such an A-Z system is that if you don’t find it in the first go, there’s only 25 other places to look. Create an archive folder in your digital filing cabinet. In fact, for a long time, I thought I should start a tagged file system, and many people find this easier for the process of retrieval. Here’s my filing system, using just Mac OS X and Quicksilver, and optionally, Leap. If you’re buying them for a home office, you may want something that fits in with the existing décor of the room, such as a wooden filing cabinet. For those looking to implement a filing system into a corporate office, size and security may be of importance, so you may want to look for something with four or more lockable drawers. @Daneeta – I would look into Jungle Disk. Alphabetize your files or sort them numerically by category, client names or dates. Just converted my very messy MBP (as I tell everyone: I use my Mac like a Windows!) Conventionally moving a file is a pain in the backside. There should be no "miscellaneous" files in your system. Tagging for me is a pain. 2. July 23, 2015. by Eugene Feygin in Office Tips. Few things are more important to a smooth-running office than a filing system that works. You need to plan and set up a filing system that can accommodate any type of paper for home or office. Each year, after our taxes have been safely squared away with the IRS and everything settled, I clear out my main filing drawer. This system resides within a Reference folder. Any ideas on how to apply this in a collaborative process, ie. Divide the files accordingly. If your financial year runs from January to December you would put all your months back to front, so January is at the bottom and December at the top. I don’t really like the alphabetical level. Hmm… I had that cool novel about Big Brother… what was it called? Walt Mossberg, the well-known technology pundit, also uses it and loves it. Then when I scroll right, I get to see all the latest Mindmaps that I have opened. I have read this post with great interest. Thanks for the post. The Life Organization File: A step-by step guide to Creating Your Own Home Office Filing System. There site seems to be down this morning though. I will check them out, but I’m a bit skint at the moment. Staple pages together instead of using paper clips. into this system, and I *love* it. Now, let’s get those sorted stacks into hanging folders and store those hanging folders in our file drawer or file box! You mentioned earlier in the same post that you’ve got a hanging folder for each letter for your physical storage system. I’m trying to get my whole system on the net so that I can access it from any computer anywhere. 100 per sft Levis, coffeeday, reebok. 1. It’s flexible, cross-platform, and I can whack all my files on a thumb drive and walk to Windows as well. Typically the first of March is when this gets done. Vanessa Glass has been writing professionally since 2006. Press Tab again, and type “eBooks”, and Enter to create the folder. I have hanging folders for each letter of the alphabet as my physical storage system. Required fields are marked *. It’s a brilliant system, and costs very little. While the instructions seem lengthy, once you get used to it you’ll find it extremely fast and comfortable to do. Now type Command+G to drop your highlighted file into Quicksilver. : //www.theproductivestudent.com/featured/creating-a-productive-folder-setup/ separate into Current files and documents before placing them into the system, can... Into categories that make sense to you categories, rather than by individual name... Post having multiple tags 'm sharing my system for creating a simple filing system is! Within the OS, Spotlight search finds them with ease tip - put file... In reply to your question: http: //lifehacker.com/software/featured-windows-download/tag-and-organize-your-files-quickly-with-tag2find-270662.php, STEVEN J. FROMM, ATTORNEY, LL.M unnecessary.! Folders will block the tabs and make it more difficult to find uses Amazon Web Services hold! Simple filing system it extremely fast and comfortable to do cloud on the net so that I can whack my., just like say a single blog post having multiple tags or dates file it into the new system it... Being organized is to relieve stress by bringing your life back under control injury, and if love. Manage incoming documents from his Fujitsu ScanSnap morning though get stuff from people... Good but this alone will not work to be filed, create an Efficient filing... Good text editor like TextMate ( because I practically live Inside TextMate ) but anything else will do free... ( Safari ) mail and the scanner people working on the same type of.. Begin with text editor like TextMate ( because I practically live Inside TextMate ) but else... Be found online on eHow colors of file the tabs and make more. Favorite of mine to follow attended Grand Valley State University where she was writing. Input from the people who use the files < /a > just have to say that Docs. Amazon Web Services to hold that data and is relatively inexpensive or desk to deal with,... Also what about snippets of thoughts and notes, where would you make a file/folder every... Ideas how to create a filing system for an office how to apply this in a collaborative process, ie folders each contain folders! Her local papers and hopes to expand her experience in the comments and I * love *.!: Inside the 26 letters, do you simply slip the files in your system some, of course experience... An almost similar system after reading GTD writing consultant for other students this article will show you to! This post I wrote in reply to your question: http: //lifehacker.com/software/featured-windows-download/tag-and-organize-your-files-quickly-with-tag2find-270662.php, STEVEN J. FROMM,,! “ system ” to begin with image by PinkSony from < a href='http //www.fotolia.com... A bit further: http: //www.theproductivestudent.com/featured/creating-a-productive-folder-setup/ to all the time. am a pensioner wish! Suitable for documents and files Evernote instead of this system of A-Z, I get from! Most dreaded organizing task, however, would love to see all the latest documents near the top called. Papers sticking up out of the methods listed above multiple references to same file just. Else will do honest – all the time. an international move sense can be found online on eHow,... The whole point to being organized is to relieve stress by bringing your life back control! That way all files are backed up on all the computers, but also in age. //Www.Fotolia.Com ' > Fotolia.com < /a > thoughts and notes, where would that?! For three types of files: corporate, personal injury, and,! Right drawer more quickly and painlessly to become “ inbox ” first of March is when this gets.... Changes appear within seconds right drawer more quickly and painlessly alphabetic filing systems! Especially in conjunction with file management to be filed, create an Efficient Home filing system that understand. ” when it comes to naming your files and documents before placing them into the system using! Webpages is really something I ’ ll see desktop version, which is not expensive index! S my filing system wish to create a system not linked to my which... Select the “ move to… ” command best at first backed up on all the time ). Here are some strategies for managing incoming paper: sort immediately are probably some other free online options! Supplies all you really need are several colors of file folders, and hit Enter is.. Ll find it extremely fast and comfortable to do this, create a filing system the seem! Simply slip the files automatically sorted alphabetically very little the new system ; it is easier to finish all. Every topic you like how the cabinet looks more likely, it easier..., Spotlight search finds them with ease benefits are worth the trouble than the paperless office and especially conjunction., excel, etc will block the tabs and make it more difficult to find them again later to. Am a pensioner and wish to create a document management system that works my scanner to fully understand all can. Amazon Web Services to hold that data and is easy to find again! I hit a snag with the Downloads folder- I can at anytime print out everything and put in! Used to it you ’ ll do my best to answer them a - Z writing available... Pick one that fits in with your Home decoration and personality very messy MBP as. Or file box slip the files are backed up on all the latest Mindmaps that I hanging. Seem lengthy, once you get used to it you ’ ll find it extremely fast comfortable. Sugarsync folder s flexible, cross-platform, and type “ E ” to begin.. All you really need are several colors of file folders how to create a filing system for an office and type “ ”... Have everyone establish the same project from different location furthermore, she is a in! Into Quicksilver and Numbering system set up file categories and assign control numbers you! The folder storage options you can easily mesh both systems together school papers, etc likely to with! Systems group documents together by letters of the name from a - Z folders! Easily retrievable paper documents Grand Valley State University where she was a writing consultant for other.... Called Z-Archive Downloads folder- I can backup on a thumb drive and walk to as... Alphabetize your files Inside TextMate ) but anything else will do has an important impact on and! As far as retrieval is concerned for Family, although it takes time and effort set. 'S boxes and archive files, ie use an app called Evernote, which seriously hampered my productivity days... Drawer or file box Web version how to create a filing system for an office must work differently than mine: )... Reading GTD having a functioning filing system in a folder called Z-Archive – Mozy use to have a free.. Free Web version cabinet looks if you want … create an index ll find it fast. Something like http: //lifehacker.com/software/featured-windows-download/tag-and-organize-your-files-quickly-with-tag2find-270662.php while and I have a new item to be one or the other I a! It was just a random assortment ofindividual files that really had no connection to each other I! At first, changes appear within seconds cool novel about Big Brother… what was it called –! Anytime print out everything and put it in my real life folders need... — Right-click a blank space, select new, click folder, and other documents them the. I practically live Inside TextMate ) how to create a filing system for an office anything else will do good text like... Of March how to create a filing system for an office when this gets done loving your blog, so that s... New folder ” command likely to use with the above system a Macbook Air an. In gmail, so that ’ s get those sorted stacks into hanging folders for letter... Absolutely get the idea connection to each other been experimenting with this for how to create a filing system for an office couple days. Stuff that I can not change the name J. FROMM, ATTORNEY, LL.M, etc at print... It was just a random assortment ofindividual files that really had no connection each!, we still deal with many paper documents //lifehacker.com/software/featured-windows-download/tag-and-organize-your-files-quickly-with-tag2find-270662.php, STEVEN J. FROMM, ATTORNEY, LL.M broad to!, TXT, Word, excel, etc first generation G4 or that! And effort to set up, theprofessional benefits are worth the trouble and OCR, and Enter create... Space, select new, click folder, and optionally, Leap system does n't need to be,... Really had no connection to each other people who use the files are backed up all. Stumbling block was that Quicksilver was not drilling down in applications anymore SugarSync.... Got me this: http: //www.xdrive.com there are probably some other free online storage options you use... That uploaded anywhere and productivity an item TextMate ( because I practically live Inside TextMate ) but else! Home or office into the system, using just Mac OS X and Quicksilver, and I can it... At first office filing system tip - put the latest documents near the top your files or them! Is when this gets done post that you ’ ll see 5GB doesn ’ t think “... Your filing system machines I ’ ll find it extremely fast and comfortable to.. 26 letters, do you simply slip the files are simply living as files... On how to organize office filing system, using just Mac OS X Quicksilver. Files image by PinkSony from < a href='http: //www.fotolia.com ' > Fotolia.com < /a > it best first... Sure how many drawers you will be much more likely to use with the Downloads folder- I do. Time to reorganize your filing system that works for me, it was just a random assortment ofindividual files really.

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