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Blog: Use Your Space & Conquer Office Workflow
7 Filing Techniques for Increased Efficiency

The table below displays recommended filing techniques for documents along with the related benefits.  They have been adapted from Julie Morgenstern's book Organizing from the Inside Out.
Filing Technique
Assign all folders to a file type/category
File types or categories provide structure and framework for the file system
Assign each file type/category a different color of file folders
Process of filing is quicker & more efficient; by looking at the color of the folder you know the file type/category
Assign each file type (color) to a separate drawer
Process of filing is quicker & more efficient;  by looking at the color of the folder you know in which drawer the folder should be filed
Use straight-line tab filing
Easier to add new files and purge old files while maintaining a structure versus a left, middle, right tab system
Also easier to read
Use file folder label names to identify sub-categories and group folders (e.g., Credit Card – VISA, Credit Card – American Express)
Process of filing is quicker & more efficient; the label is descriptive enough to know exactly where it should be filed.  Do not have to review the file contents to determine where it should be filed
Assign one file folder to one green hanging file
Process of filing is quicker & more efficient; when you open the file drawer you see the break in the color pattern (color folder against green file) and know exactly where the folder should reside
Also, keeps files on an even level so that the labels can be easily read
Do not use plastic hanging file tabs
Do not have the concern of plastic tabs easily popping-off and losing the identification.  Identification of files is done through the use of high-level file type/categories and descriptive file folder labels

posted on: 4/23/2012 8:30:00 AM by Heather Cocozza
category: Business

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Use Your Space & Conquer Office Workflow

by Heather Cocozza

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About Heather:

Heather Cocozza, PMP, CPO® is a Professional Organizer who organizes and designs tailored home and office solutions. She is on the National Association of Professional Organizers (NAPO)-WDC Board of Directors 2009-2010 and is the owner of Cocozza Organizing & Design, LLC. Prior to her organizing career, Heather Cocozza worked 13 years at IBM and PricewaterhouseCoopers as an ERP Project Manager and at times traveled extensively while her "virtual" twins were between the ages of 0 to 3.

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