Sometimes filing can seem like an overwhelming job. Many people find it complicated and time consuming to find a home for all their files. But it doesn’t have to be this way. Once you establish a filing system, filing can become nearly automatic, almost effortless.
Did you know that in actuality there are only three types of files you’ll ever need? That’s right, in all effective filing systems there are only three types of files: action, reference and archive.
Action files
Projects that you are currently working on – projects that you access frequently. For many people, the information in these files might be something they would pile on their desk out of a fear of misfiling and misplacing, but once you establish an effective filing system you will not have to worry about misfiling ever again.
Reference Files
These are files that you access less frequently. It is information that you want to have on hand and are not ready to archive or toss at this time.
Archive Files
These are exactly what they sound like – archives! These files include all paper based materials that you are required to keep but do not need on a regular basis. An example of archived files might be previous year’s tax records that you only keep in case of an audit.
Although all three file types play a crucial role in your business, the focus of this article is the often forgotten reference files:
Reference files make up the backbone of your company’s resource library. Imagine how much more information would be available if each individual had easily accessible reference files. Files that they could actually share with the entire office! How much more efficient would your office be if everyone shared access to key reference materials?
Sharing reference files not only increases efficiency, but it also unites offices. Suddenly there are no longer individual “camps” within the office, but rather an interconnected office that shares resources in order to benefit every member of the team.
If you are ready to pool your office reference files, there are several ways to get started. Choose a system that works best with your corporate climate and current workspace needs.
For example, since these files are accessed less frequently than action files, one option may be to create a general reference area within the office. This makes it easy for every member of the office to access files, without interrupting the flow of an individual’s workspace. By keeping everything together and indexed with a filing system, it is a simple job to find much needed files in only a few seconds.
Better yet, take a team approach to the situation and have a business organizing brainstorming session on the best way to access everyone’s reference files within the office. If some people within the group don’t know how to use the filing system you chose, have a brief training session. Once they see how easy it is to use, they’ll use it constantly and finally make use of important reference files.