File Management System

Creating an organized filing system will keep an office running more smoothly, whether you work from home or in a large corporate workspace. It is crucial to devise a logical and organized filing system when different people make use of the same files, because it will allow everyone to have quick and easy access to the information that they need. While organizing your filing system, plan on setting aside at least a day for organizing your filing system. That will enable you not to lose track of what you are doing in the middle of the process.

Before commencing you task for devising an organized filing system, divide your work into two categories: active and archival. Active materials are those on which action is still pending, projects that are still on-going or reading material that needs to be readily accessible. Archival materials are those on which no further action need to be taken. Set aside space next to your desk for your active items, and another filing area, away from your desk, for archival materials. Legal constraints must be considered before discarding archived material: some businesses must keep financial records on hand for a set period of time, for example.

Make a review of the type of active materials you have on-going when you create an organized filing system. As a designer, you might have several on-going projects for various clients. Prepare a set of loose categories for your organized filing system, and plan on making subcategories within the general categories. That will help you to become aware of all pending cases in one central location.

Then start your work on archival folders. You should be able to create an organized filing system using filing cabinets when you plan on using a method that is logical to you and others in the office environment.

While using filing cabinets for an organized filing system, use easy to read large fonts on tabs that stand out well above the rest of the cabinet. That will help file users find a section quickly. It is good idea to use color coded tabs or files, so that you can see a clear visual breakdown between categories. You are unlikely to succumb to the temptation of procrastinating action if you have a ready with you of folders, tabs, and equipment on hand so that you can easily make more files when you need to do so.

To start with, build the skeleton of your organized filing system, so that you can integrate all the paper and printed material that need to be filed. Prepare yourself to start from the scratch. Examine what all you have in your filing cabinets, pending trays and other stacks of paper. Be ruthless and discard anything that would not serve any purpose any more. Keep the relevant and useful material and through away the rest. While on your purging spree, sort papers into active or archival categories, and file it in the appropriate area.

Your life will be much easier once you have created an organized filing system with filing cabinets. Carry out frequent purges of obsolete papers for keeping the system up-to-date and also to prevent unwanted papers from accumulating.