Message #4252

[energizer]

Hello, John.  Welcome!



I'd like to add a suggestion to the terrific ones already given.  Since you are just starting your filing system, I would suggest you also start immediately with a file index spreadsheet that lists: Column 1. The subject of the document being filed, Column 2 the author of the document, Column 3 the location of the file (i.e., file folder name, and file cabinet drawer, etc. - whatever will help you to find it later), Column 4 the purge date (i.e., the date you will destroy or archive the file), and Column 5 for comments (i.e., "this file was destroyed on 3/7/01)  That last column will eliminate a search for something that you no longer have.  Keep your spreadsheet simple so that it won't be burdensome to keep up to date later. When you need to find something quickly, just do a search of the spreadsheet.



When I started my present job 7 years ago, I found a highly disorganized filing system which I had to update.  It took a long time to get the spreadsheet together (had to physically go through every existing file folder and record all the info from scratch!) but it was worth it.  I still use the same spreadsheet today, and it takes just a few minutes to add documents to it before filing them.  My boss is extremely pleased that it takes only seconds to find a particular document.  Each item in the folder is put in according to date, with the newest at the back of the folder.  That way, when it's time to purge files (I do this at the end of each quarter) I just sort the spreadsheet by purge date, print out the rows needed and proceed to pull and destroy documents.  The comments column also lets me see at a glance which documents should NOT be purged, and why.



Good luck with your new office.  And again, welcome!



Energizer