How to set up a workable filing system
The amount of material copied and stored - both physically and electronically - has increased as a result of the information explosion. Whatever means you use to file your information, an effective system allows ready access to stored material. If your filing system works for you, it satisfies the most important criterion of effectiveness. Whether you’re setting out to develop a new filing system or reviewing your existing one, these are the essential points to note...
1. Decide what to file.
The number and types of files you need will depend on the kind of job you do, and the amount of information you need ready access to. As a general rule, the main types of material that need filing include:
- copies of incoming and outgoing correspondence
- papers, documents, and records
- reference or research materials
- warranties and instruction booklets
- memos, announcements, and notices of upcoming meeting or events.
Analyse what information you need to file to access later.
2. Keep it or flick it.
Develop a system that helps you decide whether or not to file an item. You’ll need to screen documents ruthlessly - remembering that Stanford University research found we never look a second time at eighty-seven per cent of the documents we file. One strategy, advocated by Kris Cole in 'Make Time', to help you decide whether to hoard or throw incoming paperwork, involves asking yourself:
- Will it help me make a decision? (If no, dump it.)
- Is saving it worth the cost and hassle of storing it? (If no, dump it.)
- If I need this information, could I obtain it from someone else? (If yes, dump it.)
- Have I used this information in the past? (If no, dump it.)
- Am I likely to use this type of inform-ation in the future? (If no, dump it.)
- Is an electronic copy readily available? (If yes, dump it.)
3. Separate ‘active’ from ‘inactive’.
Accessibility, speed, and efficiency are essential when it comes to retrieving information. Designating files as ‘active’ and ‘inactive’ is one way of facilitating this process. Active files are day-to-day or priority documents that you’ll need ready access to; inactive ones will be any remaining categories. For your active files, plan a system of topic categorisation, and know who will have ready access to these files, and a way in which active material can be rendered inactive. Inactive files can be filed and their status reviewed annually. You’re now ready to begin implementing your filing system, purchasing necessary supplies, etc. Physical and electronic systems are commercially available. Remember to retain any planning notes, just in case.
