Many offices have stacks and piles on top of or next to file
cabinets. Take responsibility for your files. You may need a combination of
actions. One action is to clear out old materials from the file cabinets and
the other may be to purchase additional storage if needed.
For financial materials, turn to your accountant
or CPA for direction on how long to store materials as the need varies
depending on the industry. Old materials that need to be kept can be boxed and
stored in an attic, closet or off-site storage.
Label everything. Label file drawer, file
dividers and file folders.
Create clear divisions among materials. For
example, one cabinet may contain financial materials, another contains client
files and yet another marketing materials. Do subdivide materials by subject.
Then subdivide again by either year or alphabetically.
Repeat your file system on your computer. The
labels on your physical file cabinet and your computer files should match.
Do create further divisions on your electronic
files to narrow down topics as far as possible.
If you need to find the brochure you printed in 2012, it will be simple
to logically go to marketing-printed materials- brochures- 2012.
Until next time …