B104.16 - Paper Filing Systems |
When filing papers for long term keeping:
- Only keep that which is needed. Don't fill folders with garbage.
- Consider multiple folders for one client or one project if that makes more sense.
- Consider filing stuff in a folder in reverse chronological order, if that makes sense.
- Consider using paper clips and binder clips to group related items in folders, but be mindful of the space that consumes.
- Stage items to be filed. Do not do continuous filing.
- Staged items can sit longer in an alphabetical document organizer. You could go months without filing and still be operational and functional.
- Use customer names or vendor names for filing labels whenever possible. Do NOT use "categories" like "insurance" or "car".. because you may think you used the term "home owners insurance" or "automobile" the next time you go on a search. If this sounds silly, it's only because you haven't accumulated enough files and enough other stuff going on with your business yet.
- Creative wellness practices have folders ordered by date of birth for less losses.
- Be sure to use "appropriate" folder systems for paper documents. Think logically about access and use and do not follow the systems you've seen others use without thinking about the most efficient and effective system for a Sole Practitioner.
- Technically, the inserting of docs into files can be subbed out/outsourced, but if you do that, make sure they understand exactly how you want the documents to be filed in the folders and supervise them until you are sure they understand your system. If you lose control of your files, regaining control is a nightmare.
Details related to the mechanics of paper filing system are found in Physical (World) 101.