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Filing Tips
Tips
- Space: A file drawer or shelf should be filled to no more than 90 percent of its capacity. Tightly packed files slow filing and finding to a crawl.
- Index guide: All active files should have a guide every 10 to 15 folders. Anything less means you are wasting time pushing and pulling folders back and forth, looking for the required record.
- Folder tabs: Folder tabs should be visible immediately upon opening the file. A well-run file must have folders of uniform size and tab styles. Mixing folder heights and tab positions can reduce the efficiency of a filing system.
- Folder tab identification: Identification on the tabs should be typewritten. Handwritten labels or labels with the names crossed out and re-typed should never be permitted.
- File overload: Don't overload your files to hold more than its capacity. If more files are placed in a folder than it can hold, the tab will slump down and out of sight.
- Cross-indexing: Make a reference in one file of related or helpful/additional data held in another file.
- Noting files in use: A file borrowed without a record of who has it, when it was removed from the filing system etc, is a file lost! Make sure you have a “file in use” set of slips to be filled out showing: user, date out, date due back etc.
- Maintaining security: Some files will certainly contain highly confidential data; make sure you control who may access what and keep a secure system for sensitive files.
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