Sorting Based on File Type

The key principles of retrieval are:

  • Group similar things together
  • Place them in their own space or container
  • Label them clearly

File Categories

When organizing files, it’s helpful to classify them into four distinct categories: Working Files, Reference Files, Archive Files, and Disaster Files. Each category serves a different purpose and requires a specific organizational approach.

  1. Working Files

These files contain your current projects, routine functions, and quick references—essentially, the bulk of your daily work. They should be easily accessible, ideally within arm’s reach.

Contents of Working Files:

  • Current Projects: Regularly clean this file to move completed projects to reference files or eliminate duplicates.
  • Routine Information: Include phone lists, client addresses, and necessary computer codes.
  • Follow-Up Files: Maintain a file for each regular contact to track correspondence.
  • Routine Functions: Store sales reports and other regularly performed tasks.

Organization Tips:

  • Keep these files in a large desk drawer or on your desk.
  • Use labeled file folders placed in hanging file folders.
  • Label hanging folders by category rather than alphabetically for easier navigation. Consider using color-coding.
  1. Reference Files

Reference files are frequently consulted as you work on current projects. They house the bulk of your information and should be readily accessible, though not necessarily within arm’s reach.

Key Considerations:

  • Ask yourself:
    • What do I want to keep?
    • What do I need to keep?
    • Can this information be found elsewhere?

Contents of Reference Files:

  • Research for future projects.
  • Past projects for client reference.
  • Categorize files based on key functions or components of your role (e.g., sponsor files, administrative information).

Organization Tips:

  • Cull duplicates and unnecessary papers; keep recycling and shredding bins nearby.
  • Establish clear subject categories and label both file folders and hanging files.
  • Create a written outline of your filing structure before starting.
  • Use large, clear print for labels and consider maintaining a master list of files for larger collections.
  1. Archive Files

Archive files contain documents that are rarely accessed but must be retained for legal or historical reasons. These files should be stored in a designated location away from your immediate work area.

Organization Tips:

  • Clearly label archive boxes or containers.
  • Consider digital archiving methods for easy retrieval.
  1. Disaster Files

Disaster files comprise all vital information needed in case of an emergency evacuation from your office. This can include identification, financial information, and critical contacts.

Organization Tips:

  • Keep a copy of this file both at your office and at home for added security.
  • Ensure that the information is up-to-date and easily accessible.

By organizing your files into these four categories and following the outlined strategies, you can enhance your efficiency and ensure that essential documents are readily available when needed.

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