A Rose by Any Other Name
There are many different ways to file papers. It would be nice if one system fit every need, but that’s not the case. Here are the advantages, disadvantages and suggestions of different types of filing systems.
ALPHABETICAL The most common filing system is alphabetical. Even as early as grade school, we begin learning our letters and the order in which they go. It’s as simple as A-Z. The white pages in a telephone book are arranged alphabetically. Advantages: People typically think in words, so they refer to people and things by their names. This is the easiest system to set up and maintain. Simply remember the name of the file and it should be located under the corresponding letter. You should be able to quickly find the file if it is alphabetized correctly and you can remember what you called it. Disadvantages: Consistency. Are the same criteria followed for every file? (Do you file under the person’s first name or last?) NUMERICAL There are a number of examples of numerical filing systems: social security numbers, telephone numbers, numbers from an accounting department. Advantages: There is no need to remember the name of each file. The system can start with number one and continue to grow from there. This is great anytime you need a little security or privacy. For instance a human resource department could create a numerical system to identify employees. If a drawer was left open, wandering eyes wouldn’t accidentally see a file of a co-worker and spark curiosity. This type of system can also give specific information based on the number order. For instance 00806001 is a file that was created in 2008 (008), for a company in the 6th district (06), and is the first document this year (001) Disadvantages: It‘s difficult to remember a specific number order. You would need to print out an index (list) of the numbers and have them handy. |
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SUBJECT
The yellow pages in a phone book are a great example of a subject filing system.
Advantages: If you have several related files that and you want to keep them all together, a subject file is used. You categorize the files according to their subjects. When your files depend more on what the information is about than who wrote it or who it’s addressed to, this filing system is best.
Disadvantages: Have you ever tried to look up a phone number in the yellow pages but didn’t know exactly where to find it? If you need your toilet repaired, you have to look for a plumber—I never understood that one!
CHRONOLOGICAL
Our calendar is chronological. May 1st is followed by May 2nd. These files are arranged according to the order of time. Some resumes are organized chronologically, starting with the most recent dates.
Advantages: If you can’t remember the name of the file, the person you wrote the letter to or anything else about it, other than it was about two weeks ago, chronological is for you. When filing invoices, it’s easy keep them in the order that they were given or received.
Disadvantages: If you produce a lot of documents daily, going back and trying to find an individual record is difficult. If several people are contributing to the files and their perception of time is different than yours, it’s tough to find documents. In general, this is the most difficult way to file.
TICKER FILE
One of the best-kept secrets for handling papers that are date sensitive is the tickler system, also called a future file or a follow-up file. It’s called a tickler because when you see the paper, it triggers (tickles) your memory about that activity. Each item is filed in a folder according to the date it needs to be handled.
Advantages:
The yellow pages in a phone book are a great example of a subject filing system.
Advantages: If you have several related files that and you want to keep them all together, a subject file is used. You categorize the files according to their subjects. When your files depend more on what the information is about than who wrote it or who it’s addressed to, this filing system is best.
Disadvantages: Have you ever tried to look up a phone number in the yellow pages but didn’t know exactly where to find it? If you need your toilet repaired, you have to look for a plumber—I never understood that one!
CHRONOLOGICAL
Our calendar is chronological. May 1st is followed by May 2nd. These files are arranged according to the order of time. Some resumes are organized chronologically, starting with the most recent dates.
Advantages: If you can’t remember the name of the file, the person you wrote the letter to or anything else about it, other than it was about two weeks ago, chronological is for you. When filing invoices, it’s easy keep them in the order that they were given or received.
Disadvantages: If you produce a lot of documents daily, going back and trying to find an individual record is difficult. If several people are contributing to the files and their perception of time is different than yours, it’s tough to find documents. In general, this is the most difficult way to file.
TICKER FILE
One of the best-kept secrets for handling papers that are date sensitive is the tickler system, also called a future file or a follow-up file. It’s called a tickler because when you see the paper, it triggers (tickles) your memory about that activity. Each item is filed in a folder according to the date it needs to be handled.
Advantages:
- You know exactly where the papers are because they are all together. Don’t keep that one very important piece of paper out on top of your desk, or you’ll start to keep other papers on your desk. With this filing system, you have one place for everything.
- Tickler filing gets all of those little pieces of paper out of your calendar book.
- You won’t have to carry around any important documents that could get misplaced.
- The tickler system creates a catch-all file for any loose paper without having to make individual files for each document.
- This type of filing system creates many folders to have to sort through when looking for one particular piece of paper.
- If out of sight is out of mind for you, use a desktop version.
- What if you don’t have that many activities or papers to fill a lot of folders? Then change the system to work for you.
Copyright 2013 Nancy Miller
This article is free for reprinting provided terms and agreements are followed.
This article is free for reprinting provided terms and agreements are followed.
Nancy Miller, a professional organizer with over 20 years of experience coupled with a Certified Professional Coaching credential offers both personal and business consultation. Nancy’s credentials include past membership in the National Association of Professional Organizers and the National Study Group on Chronic Disorganization. She delivers over 100 programs nationwide each year. Her book, Clutterology® Getting Rid of Clutter and Getting Organized is in it’s 4th Edition