Defining Time & Space News

To end the month of talking about files, I thought it might be helpful to discuss the topic of purging files.  It is estimated that 80% of what we file we never reference again.  That says a lot about the amount of info we probably really need.

Part of setting up a file system is thinking about how we will purge documents we no longer need.  There are several ways that this can be done and it is up to us to determine what best fits our working style and our type of business or materials we are filing.

1.  Filing Periodical type information (where keeping the latest copy is sufficient) – Set up a file for these newsletters, magazines, reports, bills etc. and each time a new one is received the old one is immediately removed and discarded.

2.  Information with a particular retention period – An example of this would be bank statements.  If our accounting advisor recommends that bank statements be kept for 7 years then in each new year we would discard the year that precedes 7 years.  The trick here is to have the files set up such that the years are clearly labeled and visible to readily identify which to discard.

3.  Purge on a calendar basis.  Choose monthly, quarterly or annually to set up a purging day or week to remove files that are not longer needed by reviewing the files for information no longer necessary.

4.  If all other systems fail, purge documents when the file is full.  Before adding additional file drawer space to a full file, review the documents to remove what is no longer necessary to make more room for new files. 

Happy purging,

Rosanne

770.995.8556

www.dtsorganizing.com

Tags: Filing, Office by organizing atlanta
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Most of us have as many and more likely more e-files than paper files.  Since e-files do not visibly take up much space, they can slowly grow to a huge amount of documents that are “lost in space”.

How should e-documents be filed?  Well, the simple answer is about the same way a paper document “should be” filed.  Files should be labeled so that anyone using the filing system can find the documents they are looking for.   The same rules apply for e-files.  Put as many documents under a file label as you can until you find that the documents are not being found easily.  At that point, create new file subjects or sub folders to make it easier.

There is also another school of thought on e-files, less conventional but also an option and that is to use few file labels and then use a search engine type system to find them.   It is up to the user to decide which system is better but my suggestion is to start with a traditional filing system unless there is already a large amount of data that is not in any particular order.  In that case it might be beneficial to use a search engine for those documents.  One system that is free and works well for e-files is Google desktop.   It can supplement either filing system, as a search engine can always be useful.  To check it out go to http://desktop.google.com/.

Happy filing,

Rosanne

770.995.8556

www.dtsorganizing.com

Tags: Filing by organizing atlanta
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In continuing this month with tips on files, I thought I would offer a few tips on how to best set up files.   If you have any specific questions, please feel free to contact me.

1.       Locate the files that are used most often closest to your desk or other prime work area.  Remember the working area around our desk is the most valuable real estate to us.

2.       Use hanging files for the main file subjects and use file folders for the sub folders within them. 

3.       Files should be as broad in subject as allows us to still find what we need.  If finding materials in a file becomes difficult; the action should be to subdivide the subject area either with file folders or into additional hanging folder subjects. 

4.       While tabs can be placed anywhere on the hanging folders; using one line of tabs on the left or right side can simplify the filing system.

5.       Files are usually best to be alphabetized by subject area but can also be numbered.  Either can be listed in an index in the front section of the file drawer to help locate files quicker.

Rosanne

770.995.8556

www.dtsorganizing.com

Tags: Filing by organizing atlanta
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A tickler file is named for what it does “tickle” our brain or remind us of things we need to do or where they are.  With the deluge of paper coming at us each and every day (and this can apply just as easily to our deluge of electronic “stuff”), we can often forget about things we need to do.   While planner systems are required in our process, a physical tickler file can sometimes be that system to compliment our planning with a place to put some of the things that are not as simple as adding a line to our tasks.

What can a tickler be used for and how can it help us?  Each of us have to decide that for ourselves but here is a little help.  Think about these questions:

1.  Are we working in an area of information that is business, personal or both?  If both, that may require two separate files.  A small amount of one may be combined without much trouble; where if there is a significant amount of each two files may be better.

2.  Do our actions require a daily, weekly or monthly reminder.  This will depend largely on how good of a time management/daily planning system we have.  If this is a supplement to a good system we have in place for daily planning; a monthly tickler will probably be adequate but if we rely more on this as our system, a daily reminder may be required.  To not get bogged down in too many files; it is usually better to start with a monthly system and add detail as needed.

3.  What do we put in these files? We put whatever we cannot absorb in our daily planning system.  For instance, if we plan to attend a conference next month and we have a printed agenda, directions, etc. but do not need them until then, we can place that information in next month’s file so that we will know exactly where it is. 

4.  How does it work?  A tickler system is designed to hold information that is due to be accomplished in the time we set.  If we have a tickler system set up for each day; these are the things we plan to do each day.  If it is set up monthly then these are the things we expect to do monthly.  Using a monthly system, all the actions within it must be accomplished or moved to the next appropriate time period by month’s end.  That means the folder/area must be emptied.  This also provides a natural purging mechanism for our file system.

Questions or comments, feel free to contact me!

Rosanne

770.995.8556

www.dtsorganizing.com

Tags: Filing by organizing atlanta
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