Wednesday, July 27, 2011

Organizing Your Files--Part Two

Writer Wednesday

The most important thing to remember when setting up a file system is being able to find what you filed. There are several guidelines to keep in mind to make your filing system work for you.

• Create an interior folder for every hanging file folder you have. Label them the same. This will make the files more portable, and easier to return to their proper place when you are done with them.
• Place a sticky note on any empty hanging file folder with the date and place of the file. For instance, if you are giving a workshop and want to bring some research files with you, write up a sticky note with the date and "Workshop". If you need those files before your workshop, you'll know where they are.
• Return all files to their folders/drawers immediately after using them. Don't let them pile up on the floor or desk. The higher the pile gets, the less likely you are to put them away.
• Purge your files on a regular basis. Every six to twelve months, look through your files to see if everything is still relevant.
• If a document can be recreated easily, you don't need to keep a hard copy. Keep only the electronic file.

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