e-book Organize Your Files

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Use a color-coding system. This sounds simple, but it can be a very effective way to organize your files for quick access. Decide how many different categories you will have in your filing system, and then use that many different colored folders. You can then affix the stickers on the top tab, on the edge of the folder, or both for more visibility. Label the files. Each file in your office now has a clear place to be. You should write the label on the tab of each folder clearly and neatly so you will know where it belongs.

The label on each individual folder should start with the general category and then be followed by the specific subcategory. You can very easily buy a software packages that will allow you to format labels, so you can type and print them using your computer. If you print your labels with your computer, you should use a consistent font size and style. If you are printing by hand, you should try to be consistent and as neat as possible. Sort the files alphabetically. When your filing system is established and you have created all your folders, then put them in order.

You should sort the general folders alphabetically. Within each general folder, the subcategories should all be sorted alphabetically as well. If so, then you will need to decide for yourself if it makes more sense to sort your files with the newest items in front and move to the oldest, or vice versa. Leave several inches of space in each filing drawer. When you are establishing your filing system, you need to leave room for the files to grow.

As time goes by, you will undoubtedly receive more papers to add to each folder. Leave space for your files to expand. Otherwise, you will have the difficult task later of moving entire sections or file drawers in order to make room. Method 2. Gather all the materials that need filing. If you are beginning with a collection of papers that have not been organized and are in disarray, you will need to begin by pulling the papers together. Find a workplace and collect everything in one pile.

You will then be able to work on organizing. These papers should not get filed, or you may not remember to do the work that needs to be done. Then proceed with filing the remaining papers. The papers that need to be dealt with immediately should be sorted into smaller groups based on the work that you need to do. For example, set up such subcategories as call, write, deliver, and pay.

5 Ways to Better Organize Your Files « Zoho Blog

Pick up each paper once. As you sort through the loose papers that you are filing, make decisions about each one as you review it.

Pick up the paper, read over it, decide which category and subcategory it belongs to in your filing system, and then put it away. Working this way will help you with consistency in your filing and will help you save time by dealing with each item only once. As you review each item, you should determine whether you even need to keep it. If the paper is something that has already been dealt with and is not something that you need to keep as a record, then consider discarding it rather than filing it. Unfold each item. Most of the papers you have will probably have come in correspondence and are likely to be in envelopes and folded.

Remove the papers from their envelopes, open them flat, and then file.

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Filing each paper in this way helps your folders fit uniformly in the file drawer, without bulging where the folded papers stack up. Decide whether you need to keep any envelopes. In most cases, the envelopes are unnecessary and can be discarded. However, if you believe you may need proof of delivery or proof of a postmark, then you should staple the envelope to the papers and keep them together.


Richtlinien für die Verwaltung Ihrer digitalen Dateien

Multiple papers should be stapled together. This will prevent things from getting separated or lost. Staples are preferable to paper clips because a they fit more uniformly in the files and b they do not have the problem of slipping off. Method 3. When new correspondence enters your office or when new paperwork is created, you may not be able to file it right away. You should place everything that needs to be filed in a single place to be filed when you are able.

Designate a consistent time to work on filing. If you can, schedule a consistent time each day or week that you can work on filing new papers. If you make filing a regular part of your routine, you are more likely to keep up with it. If this is not enough time, then you might try doing your filing twice each day, just before you go to lunch and then just before leaving for the day. The keys to success are consistency and repetition. Make sure that others with access to the files understand the system. If you are the only person using your files, then you should easily be able to maintain the order that you have created.

However, if other people need to use the papers in your files, you should make sure that they understand -- and follow -- the system that you have created. Having a filing system in place is not helpful if papers get misfiled and put into incorrect folders. If may be more efficient and more effective if you offer to get anything that someone else in your office might need, and then ask them to return everything directly to you.

Then you can be sure that everything gets refiled correctly. Keep vital documents in a safe place. Some special materials may need to be held in separate, special locations. For example, some papers may need to be kept in a safe or in a fireproof lockbox. Review your files regularly.

At least once a year, or more frequently if necessary, you should set aside some time to review your files. The purpose of this review is to decide whether there are papers or entire folders that can be discarded or perhaps moved to an off-site storage facility. A tree has branches folders and leaves files. The main limitation of hierarchical filing structures is that a file can only ever be in one branch of the tree — in only one folder — at a time. Why is this a problem? Well, there are two main reasons why this limitation is a problem for computer users:. Shortcuts allow a file to exist in one place, and an icon that represents the file to be created and put anywhere else you please.

In fact, you can create a dozen such icons and scatter them all over your hard disk. The one on the left is the actual Word document, while the one on the right is a shortcut that represents the Word document. Double-clicking on either icon will open the same file.

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  8. There are two main visual differences between the icons:. You can delete the shortcut at any time without losing any actual data. The original is still intact. All you lose is the ability to get to that data from wherever the shortcut was. So why are shortcuts so great? Because they allow us to easily overcome the main limitation of hierarchical file systems, and put a file in two or more places at the same time.

    They demand to exist in two places. Shortcuts allow this! Furthermore, they allow you to collect your most often-opened files and folders together in one spot for convenient access.

    The Goals of Your Organizational System

    The cool part is that the original files stay where they are, safe forever in their perfectly organized location. So your collection of most often-opened files can — and should — become a collection of shortcuts! Each item in each of these areas is a shortcut!

    Each time you double-click on a shortcut, you are saved the hassle of locating the file or folder, or program, or drive, or control panel icon that it represents. Note that when shortcuts are created, they are often named something like Shortcut to Budget Detail. Any digital organization guru will drum this rule into you. Word Documents, digital photos, emails or playlists.

    Software gets installed, uninstalled and upgraded all the time.

    Access everything, everywhere

    Hopefully you always have the original installation media or downloaded set-up file kept somewhere safe, and can thus reinstall your software at any time. This means that the software component files are of little importance. Whereas the files you have created with that software is, by definition, important.

    File it in your own folder! Tip 1 1.


    It makes little sense to organize your files based on the program that created them. Instead, create your sub-folders based on the purpose of the file. For example, it would make more sense to create sub-folders called Correspondence and Financials. It may well be that all the files in a given sub-folder are of the same file-type, but this should be more of a coincidence and less of a design feature of your organization system.