When you are setting up a filing system for your paper, we know it's got to be stored somewhere. But chances are you are keeping paper that you really don't need. Your overflowing file cabinets will have room in them before you know it. Start by asking yourself, "what is the functionality?" before you file anything.
You can create as many locations as you want in your file database. However, keep this to as few choices as necessary. My office has 3 locations:
-
My tickler file
-
My action files (current projects)
-
My reference files.
I used to have a 4th location - my client files - however, they are all paperless now. Yippee!!
It takes a little bit of getting used to as you move away from the idea that you must file all "like" things together. For example, clients often have financial records in one area, personal in another, business in another. I caution them to only create a separate location if there is a good reason why certain files need to be stored together. If one segment of your file system needs to be kept under lock and key (sensitive Personnel files), it would make sense to create a separate Personnel location. Otherwise, these files can be stored in combination with other files.
This way of filing is a paradigm shift from what we all grew up with. If you are using a file index, which I hope you know is the only way to successfully manage a paper filing system, you can then easily look up via your computer a key word in the file to find where you put the information.
Just remember to set up your files by FUNCTION (how you use it) rather than FORM (what category it falls under). Here's an example of your thought process as you create locations for four separate items by function:
- I access this material all the time, so I will put it close by in my desk drawer -- which is my Action files.
- I access this occasionally, so I will put it a little farther away in my Reference files -- which are in the lateral files behind my desk.
- I may never access this again but I need to keep it for legal reasons, so I will put it in the storage room -- in my Archive files.
- I will access this video cassette when I want to find a video copy of my presentation, so I will put it in the Video collection.
You don't have folders for new information to be filed? Once you have set up your files, add some extra, empty file folders. By using the numbering system and a mirrored index on your computer, you'll have the location ready to go when you have new information to be filed.
You can create the physical hanging files ahead of time by placing the numbered labels on the hanging files when you create a new location. If you are using The Paper Tiger, the software comes with pre-printed labels for Action (60 labels) and Reference (320 labels). For other locations, you can use a label list to print out custom locations.
You don't use The Paper Tiger? If you don't have this software the most popular template paper is the Pendaflex 1/5 cut 2" Worksaver labels or the Avery 8167 1/5 cut labels. You can purchase these blank printer labels at your office supply store. They come with perforated edges for separating the labels after they are printed.
So before you go out and buy all new furnishings, think about the locations of how you are using your files. Keep it simple to start - your tickler system and your current action/project files should be closest to you. Then your reference files can be stored somewhere with less premium real estate (and eventually these may be scanned or tossed!).
Think about what your office looks like? I'm all about maximizing the space of my home office. I had some help from a designer picking out my desk five years ago and I've got to say that aesthetically, it's gorgeous, but functionally, I get a little cramped sometimes, especially when I have an assistant in for the day. Check it out here! We use both sides of the desk and access to the physical files can be difficult, but since we do most of our work on separate laptops, it isn't critical. I've since learned to scan the paper information. With all of my files saved as 
Many times I'll have an appointment with a client for a 
Anne McGurty is CEO of Strategize & Organize, a company devoted to training individual's to be more effective with the tools and resources to be productive in their work environment. 