Self Help

Creating files in advance

Your next step in working your major filing project is to create “files in advance”. This is a filing technique that many efficiency professionals recommend. The key is to create files ahead of the time you will actually need them. But what is the point of creating folders that you are not in need of today? It keeps you organized! For example, suppose you are planning to go to on a big trip or vacation. Of course you will want to collect all kinds of data and information when it comes to the area of your choice, hotel prices, travel plans, etc. These are all documents that you will need to file, so instead of creating clutter and piles of papers in different parts of your home or office, simply gather everything and slide it into your “travel” folder. Whenever you download and print related information from the computer, or clip something out of the paper related to our future travel plans, then simply store in inside of your advanced folder. Below are a few examples of the types of advance files you can create:

• Your retirement plans, home, and finance goals.
• Vacations and trips.
• Data and information on your parent’s retirement needs.
• Special birthdays.
• Upcoming holidays.
• New hobby information that may interest you.
• News updates on certain technology or topics of interest.

Housing your files

If you have made it this far with the daunting task of filing your entire life, then you will be happy to know that the hard part is finished and you are soon to be completely organized. Now is the time to start housing your files. What this means is to designate areas where you will store your files based on how frequently you use them. Keep close to you the items that you use frequently and keep the items you use rarely furthest from you. The good news is that most of what you filed will be stored away as infrequent usage.

Organizing your storage files

As you approach getting your storage files put away for storage, be sure to take the following steps:

1. Take like-items and group them together in a box or container, and mark the box with a descriptive note that gives you guidance of when to check back. For example, you may write something like “Review again next May” or something similar.
2. Before you seal the box or container, take one last moment to quickly skim the files and make sure that you are not keeping anything that can be purged and discarded.
3. And finally, once the box of storage files is out of site and stored away, create a note to put into your monthly May tickler folder that reminds you to check that particular box again in May, for example. Do this for all of your containers in which needs to be check again on a future date.