Kiplinger's Taming the Office Tiger

A File System That Really Works

(Adapted from Taming the Office Tiger)

Here are some tips to help you design a file system that can work for you. You'll find that, in principle, much of this advice will apply to how you manage your computer files, as well.

Keep It Simple!

One of the biggest temptations -- and most frequent mistakes -- is to create too many systems. Suppose you have a job in which you wear several hats. Your first inclination may be to set up a separate system for each role, but you'll run into trouble if the information you use overlaps. If you're looking for something, you'll first have to remember which filing system it's in, and then where it is within the system. When you're filing, you may find it difficult to determine which system is appropriate for that particular piece of information. I use a technique that greatly helps me in determining when to start a new system: If you have any question as to how many systems you should have, begin by putting all files together in one system, alphabetically. Then if you are looking for "brochure info" you will go directly to "B," instead of wondering whether you put it in the "subject" files or the "project" files.

If one category in the system becomes large enough to fill a half a drawer, consider creating a separate system. For example, let's say your company decides to implement a new customer-service program. In the beginning, one file will probably be enough. But as the program is implemented and expands, more and more files will become necessary. At that point, you can pull all the files related to customer service together and put them in a separate drawer, filed alphabetically.

To apply this principle to the computer, when all the documents in my original file directory no longer fit on one screen, I create a new sub-directory or subdirectories. In the example above, I would have created a subdirectory called "customer service." When that subdirectory expanded to a full "computer page," I would have looked for a category within Customer Service that I could have broken out as yet another subdirectory, such as "Surveys."

File According to How You'll Use It, Not Where You Got It

A speaker at your annual convention impressed you, and you'd like to invite her to speak at a local event. Her handout might be filed under "Speaker Ideas" or "Regional Seminar Planning" rather than "Annual Convention." Or a brochure that you think well-designed that could serve as an example of how you'd like to design your next brochure might be filed under "Brochure Ideas" rather than "Services."

Fewer Places to Look, Fewer Places to Lose!

Most filing systems have too many files. It's easier to go through one file with 20 pieces of paper than 10 files with two papers in each. It's better to put information into the largest general category first. Then, if that file becomes too bulky, break it down. However, in rare instances, an important document may merit a separate file if there is no existing file in which it could be easily found. You could, for example, file your passport with other personal papers in a file labeled "Personal," but it's probably more helpful to have a document of that importance in a separate file, called "Passport."

"See Also..."

I field lots of questions about cross-referencing files. If a document applies to more than one file, you can make a copy for the second, or to avoid excessive duplication, you can simply place a note on or inside the file. "See also..." written on the file folder itself will frequently be adequate.

In reality, cross-referencing takes more time than most people are willing to give. Here's where creating a filing tool called the file index will solve the problem. With a file index, you can quickly scan a list of all the file names in your system and pick out the places where the document could have been filed.

Fix It or Start Over?

If you have a filing system that's not working well, or if you inherited it from someone else -- whether it's in your file cabinet or in your computer -- it's usually best to start over! It'll be easier to find what you want when you need it if you have one filing system that works for you, even if it's a small one, say, just a few files as you start!

Starting over doesn't mean days of purging old files and creating new ones. Instead, as you take documents from the old system and use them, refile them in the new system. Eventually the two systems will merge into one, or the old one will become so outdated you'll feel comfortable throwing it away. The same approach applies to creating a new computer filing system.

Keep in mind that when you take a new job, chances are you won't be given a copy of the company's information retention guidelines and it may take a year before you will be able to decide what you must keep and what you can toss. If in doubt, keep it. Just leave it in the old filing system until you're sure you won't need it.

Your Key to Success: The File Index

The main reason paper filing systems break down is that you can file the same information under different names. Take auto information_you can file it under "Auto," "Car," "Chrysler," or "Vehicle." If several people use the same files, someone will inevitably file or refile similar material under different headings. Even if you're the only person using the file, it's easy to forget what word you used the first time.

A File Index, a list of all the names of the files in your filing system, is a crucial tool because it serves two major purposes: It will help you decide whether to "fix up" your existing system, or start over. If you don't know what each file title means, it may be easier to start over. On the other hand, if you know what the title means, but you think another label would be more useful or that the file needs to be located someplace else, you can probably just rearrange your existing system.

After you've set up a system, you can avoid making essentially duplicate files. For example, a file for "Car" when you already have one for "Vehicle."

To start your File Index, make a list of your existing files. That's an easy two-person job. One person reads off the names of the files, and the other one types it in the word processor.

Look at the list:
Does the file title tell you exactly what's inside? If most of the file titles are mysterious, start a new system.

Are the titles descriptive, but there are duplicate or overlapping titles, such as "Car" and "Vehicle?" Perhaps there's an occasional file title that doesn't clearly describe what's in the file. In that case, revise the File Index itself, and make the physical files match the index.

By the way, if the person who decides what can and can't be purged from the files won't come near them, the File Index is a great way to get the decision made. Give the decision-maker a copy and ask for input. He or need only review the list of files with your recommendations. You can make notes by the file names such as, "I've been here for two years, and we've never used this," "Accounting keeps this in their office,." or "Contains info from 1987."

An Index You'll Use

A File Index is useful only if it's used regularly, and updated whenever you add or delete a file. Therefore, it must be user- friendly. These four tips will help:

1. Keep the file index as simple as possible.

2. Keep the index as short as possible.
Single space your file index, except between each alphabetical section. You can handwrite the file titles you add to the system in the margins. If the file titles are short enough, you may want to put two columns on a page.

3. Maintain your index on the word processor.
Handwrite corrections on the index as you make them, and periodically update the information on your computer.

4. Keep copies of the index handy.
One copy should be in the front of the file cabinet itself, filed in a separate folder labeled "FILE INDEX" and highlighted in a bright color for easy visibility, and another copy at the desk of each person who uses the file system. If your office has a large file system with many file cabinets, create a filing-system manual to keep on top of the filing cabinet for ready reference. Chances are the file index will be too long to post on the front of the first cabinet.

5. Refine and update the file index periodically.
Check all the users' copies of the index and see what files were added or deleted. Enter the changes in the word processor and print out new copies for all locations.

A filing system is only as good as the index that describes it! Remember: a file index is a living document just as the organization it represents is living.