File it to find it – create a filing system that works for you

Someone asks for a copy of that document. Where is it?

You know you have the information for that presentation somewhere.

Or maybe you are fighting a losing battle to make sure the bills are paid on time, or your children go to the right performance on the right day. Can you find that information? Can you keep control of what has to be done when?

If we are to stay in control, then "Find" is the key word here.

And if we are to be able to find what we need when we need it, our filing systems have to match our finding needs. My needs are not your needs and your needs are not the same as someone else's, so the system has to be designed to suit you - not me, or someone else and certainly not the person who held the job before you.

Where to start

The best way to start is to look at all of your finding needs. You will discover that these can be grouped according to all the areas where you have goals. List those areas and then create a place for the material that relates to each. Think about the size of the material to be filed - its shape and the quantity. Define how often you will access it, where and when. These will all help you to define the container, its size and where you store it. Be sure to label the containers, on multiple sides, if necessary.

These containers may range from tiny boxes and manila or drop down folders right through to a compactus, but choose what suits you and the nature of the material you will file.

What to file

Basically you need to file those things that provide you with motivation, reassurance and information for current projects and that allow you to predict future needs or trends. You will also need information that allows you to manage things like finances.

Sorting

Your system will be your own, customized to your finding or retrieval needs, but some possibilities include

? By client and then by "current" or "past"

? By project and then by chronology or client

? Financial

? By subject,then subheadings, or client or project

? Alphabetical by, for example, name or code

? Sequential by, for example, invoice number or code

You may have separate areas for separate categories and you might use colour coding.

But do label everything and name it very specifically. It is very easy to forget what is in a particular container over time, especially if you only access it infrequently, so labelling is vital

In the end, the whole system must suit you. Your finding needs must determine your filing system.

(c) Bronwyn Ritchie is a speaker, writer, librarian and trainer and she manages Pivotal Points - resources for the times in your life when you pivot - change direction - towards a better you, a better life. For more tips and articles on organising and improving yourself and your life, visit http://www.pivotalpersonalbest.com