Organize your file system

A filing system can be good or bad. I see some files that make it harder to find things than if they were all just laying in a pile. The file folders are in a random order. The labels are scribbled and faded, and therefore hard to read. The tabs are ragged and bent over so they can't even be seen. That all makes for a big mess, and can make a person feel very unorganized, especially when looking for something you know is there and it can't be found. This post will focus on creating a filing system that is easier to use, rather than organizing the contents of the files. Organizing the contents can be a later post.

Several years and two jobs ago, I converted to hanging file folders. Earthwise(R) Hanging File Folders That was an immediate huge improvement. Hanging file folders are much easier to look through. They don't fall backwards or forwards with all the rest of the folders. If there are not too many files stuffed into a drawer, the contents can be seen without even taking it out of the drawer. It works much better than just having a bunch of file folders sitting in a drawer or box. Plus the file folders have tabs which sit up above the file folder far enough to actually be seen. It didn't take me long to switch to hanging folders in my filing cabinet at home.

Some file cabinets are set up for hanging file folders. If yours are not set up for hanging file folders, a frame can be purchased to convert any file cabinet for use with hanging file folders.

Oxford(R) Hanging File Folder Frames

Hanging folders, however, don't eliminate the scribbled file labels which don't look real professional and can be hard to read. I like things to look neat and tidy. That's where a viewable labeling system is helpful.

Smead(R) Viewables(R) Color Labeling System Starter Kit For Hanging Folders

This system includes plastic tabs which stand upright. Software is included to print labels along with plastic protection sheets which make the labels last much longer. I use a color option version which can print colored labels to further categorize my files. It makes a file drawer a pleasure to look into.

At a previous job, the files were a mess. Rag-tagged beat up folders and faded scribbled tabs made it hard to find anything. I told my regional manager that I would like to convert their files to hanging folders with viewable labels. This company wasn't into spending cash for extras that they hadn't thought of, so I wasn't sure what response I would get. After I explained what it would be like compared to the current system, I got the go ahead. It wasn't long and the word had spread. Other stores were doing the same. It seems like such a simple thing, but it sure made a difference.

If you're having trouble finding things in your filing cabinet, or hope no one is looking when you open the file drawer, consider upgrading your file folders to hanging files. And I would highly recommend the viewable labeling system. If you like things to look neat and be easy to use like I do, you'll appreciate the time spent converting over. It would be a nice thing to do for yourself at the beginning of a new year.