A lot of us have trouble in locating files that we keep in a 2 drawer filling cabinet. Unorganized filing system can lower productivity and increased level of frustrations. That's why it is appropriate to adapt a highly organized filing system. Sited below are some tips that you can take to keep your files well organized.
1. The best way to avoid paper clutter would be handle it before it gets out of control. That is planning ahead of time what you will do with the documents before it reaches to you. It includes:
-Assign a proper place for every kind of document. If you are too preoccupied with other tasks to attend to them immediately, allot a box for these newly-received papers. Just make sure to get to them and file them properly before the day ends.
-Categorize piles and place the proper labels. That way, you will know if you have already read or responded to a certain file.
-Make separate piles for those documents you think can be used again and for those that are no longer necessary. You will be surprised how much space is taken by useless or obsolete files.
2. Collect miscellaneous and personal pieces of paper- print-outs, cut-outs, and quotes- in a binder instead. These do not have to be stored along with your important files.
3. Divide the remaining files into two major categories.
-Action Files - These are the documents that await an action or response from you, such as your bills. They must be kept on top of the two-drawer file cabinet. This is so that you can access them right away and not forget about them.
-Reference Files - You would be surprised to find how many of these you are keeping in your filing cabinet. These include financial, property, furniture, and tax files. Keep them in the lower cabinet, but make a category system using either labels or colors in order to locate the desired file quickly when needed. Here's a suggested way to classify them.
a. Financial Reference Files - All your bank and credit files, transactions, and accounts.
b. Property - This includes receipts on any home improvements, bills and receipts for your home loans.
c. Furniture Documents - Among these are the warranties you have kept for the various furniture and fixtures in your home.
d. Tax Reference Files - All your income, medical, family, and mortgage expenses.
You can have your own system. Sort your reference files in your filing cabinet according to your needs, with accessibility in mind.
4. Aside from labeling the file it is best to arrange files alphabetically thus it provide you easy access when looking for files and folder in the filing cabinet. Only important files should be placed inside the 2 drawer filing cabinet, those files that are not in use should be replaced.
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