
How to set up an effective filing system
By Jane Severino
American Folder Company
www.AmericanFolder.com
The importance of record-keeping and filing systems cannot be too
highly stressed. A well-planned system contributes significantly to
efficiency of operation as well as to a company's image. Whether
records are filed in a computer or in a steel cabinet, they have to be
readily accessible.
Make a study of your system. Conducting such a study is no more than
taking an inventory of the records in your files.
Some of the questions you should ask are:
What are the records
Where should they be filed
Who uses the records
How often are they used
How are they used
How are the records referred to
What is the size of each record
How many of each record are filed
Who else has copies of the same record
Also check if your filing system shows any of the following symptoms:
You find the information you need is difficult to obtain due to your
system or lack of one
You are repeatedly having to expand your file system capacity
You are maintaining duplicate files of the same information
You are filing material to protect the function and not because of
information or legal requirements
You are using your filing system or equipment for non-records storage
Your file folders are too full for easy access
Your filing drawers or shelves are too full for easy access
You are not finding the information you require in the first place you look
Your analysis is now complete - your records inventory reveals the
strengths and weaknesses of your record-keeping system.
Once you have analyzed your records inventory, you should determine:
Best arrangement of the records
Type of media to be filed (paper, microfilm etc)
Proper equipment for adequate storage and retrieval
Proper systems to complement the equipment
The required record retention schedule and facility
If there is ever a folder / filing topic that you would like for me to write about
please send e-mail too custservice@americanfolder.com
Thank you for choosing American Folder Company
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Posted 12:22 PM May 08, 2008
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Posted 09:10 AM May 07, 2008
Desk Rage: A Growing Problem
Maybe you've witnessed it, or, perhaps you've even been involved in a scuffle at work. It might start as a few well-chosen angry words between office co-workers whose desks are located within close proximity of one another. Soon, the verbal battle escalates, sometimes even becoming physical.
Problem is, desk rage, much like road rage, is happening all too often as office workers become more and more stressed, constantly on edge and at the boiling-over point. Unfortunately, as the stress builds day in and day out, the hot buttons of anger can get even hotter until all heck breaks out.
Here are some strategies we suggest for coping with the growing problem of desk rage:
Let your cooler head prevail. If you feel that a situation with a co-worker is becoming volatile, take a step back...a time out...and re-access what's going on. How did the anger grow so much? What caused it? How can we talk it over and work things out before the potential for fist-flying begins?
Put yourself in their shoes. You have a gripe, but so does your co-worker. And although you may think you're the only one that's in the right, your co-worker may also have a valid point. Its very possible that once you take a moment to carefully consider where they're coming from, you may better understand what the differences between you are all about...and then you can work to settle them.
Offer a helping hand. Many times, desk rage ensues when a person in the office is having a particularly bad day, or, something is bothering them in their life. Then, they take their emotions out on a co-worker. If you sense this, try asking them if you can help. Such an approach might be all they need, and your gesture could diffuse a big problem later on.
Change venues, at least temporarily. You see your co-worker every day; they and you occupy the same cubicles week in and week out. And it's right there, between your workspace and theirs, that a feud has developed. Attempt to make a truce by inviting your co-worker to lunch or for a get-together after work. Many times, a simple change in the atmosphere surrounding two people can be the difference that changes foes into friends.
If there is ever a folder / filing topic that you would like for me to write about
please send e-mail too custservice@americanfolder.com
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Posted 03:30 PM May 05, 2008
Paper Management
Did you know that the average executive wastes 150 hours per year looking for documents? One in 20 documents is lost and never recovered. As an organizational consultant, the most common question I hear from clients is: How Do I Get My Papers Organized?
Id like to help you create a working system for your home or office. A basic filing method can be set up with3 easy steps: sort it, file it, or follow up on it.
1) Sort It. Before you can file a single piece of paper, you need to sort through the stacks. Get rid of anything that you havent used for the past year, except tax and business documents. This applies to business and personal papers, magazines, newsletters, business cards, and your Rolodex.
2) File It. 80% of what you file is never looked at again! This puts things into perspective, doesnt it? There are two basic file types: archives and current. Archive files contain legal and tax papers, while current files include receipts, warranties, instruction manuals, reference material, client information, etc.
3) Follow Up on It. There are several ways to keep track of projects you need to complete, or clients you need to contact at a later date. File Box: Purchase index cards with labeled dividers. You can use an alphabetical system, or write your own category name on the tab. Note important dates and projects on each card, then file. Accordion File Folder: Buy a 3-sided folder labeled A-Z or 1-30 for your desktop or cabinet. Place each document to be processed at a later date behind the corresponding numbered or lettered divider. Keep only the current month in the dividers, placing the distant dates in the back of the folder. At the beginning of each month, pull the papers for the current months attention to be filed. Repeat as necessary each month. Computerized Planner: The software is designed for use alone or with a companion notebook organizer. Some have an alarm or flagging feature, which automatically notifies you of upcoming projects and their due dates.
Remember to only be as organized as you need to be. Tackle those stacks of paper ten or fifteen minutes at a time each day until you can finally see your desktop. I think youll be surprised at how much you get done in a short time.
Set up your files where they will actually be used, not where you think they belong. Once youve set up your working system, commit to maintaining it. And youll find that you have created more time to spend on the things that are really important.
If there is ever a folder / filing topic that you would like for me to write about
please send e-mail too custservice@americanfolder.com
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Posted 03:28 PM May 05, 2008
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Posted 08:21 PM May 04, 2008
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Posted 08:12 PM May 04, 2008
Little Cool Dudes just picked up some of the coolest Pajamas from Stardust Kids in London. They are due to ship in June so place your order now as they will go fast. These cool Pj's are available in Black on
For Merchant Members only, you can order them in Pink as well!
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Posted 08:03 PM May 04, 2008
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Posted 07:55 PM May 04, 2008
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Posted 02:56 PM April 29, 2008
security with fewer hassles and less worry:
Obviously, there is more focus on security at airports than ever before. Carry-on items are being checked with incredible scrutiny, and for the millions of business travelers who have become accustomed to toting along their laptop computers when they fly, the increase in security has prompted significant changes in pre-boarding procedures.
To follow are 5 simple suggestions for moving your portable computer equipment through airport
security with fewer hassles and less worry:
1) As has always been the case, do not be concerned about putting your notebook computer through the airports X-ray machine. Even though some X-ray machines may be more sensitive than they were in the past, any computer expert you ask will tell you that running your computer through an X-ray checkpoint will not damage the computer.
If there is ever a folder / filing topic that you would like for me to write about
please send e-mail too custservice@americanfolder.com
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Posted 08:38 AM April 28, 2008