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Setting Up a New Filing System
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By eHow Contributing Writer
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When thinking about how to set up a new filing system, consider first how you will use it. A filing system is only efficient if it meets your specific needs. If you are planning to file bills or financial statements, for example, you might need a chronological filing system with each document filed according to the month of its due date. However, client papers will probably be filed alphabetically. If you are going to file your papers according to subject headings, those would also be done alphabetically. Take a few minutes to consider how you will use your filing system and what would make sense to you when you start to search for your filed papers, before launching into setting up the system.
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Once you decide whether you will file materials chronologically or alphabetically, you will need the appropriate materials for your new filing system. If you have a large amount of documents or bills to be filed, you will need one or more filing cabinets. Sensitive documents or financial papers will require a cabinet that can be secured with a lock and key. You will need enough file folders to set up your system as well as labels for your filing cabinet drawers. For smaller amounts of papers, you might be able to use either a smaller, two-drawer file cabinet or even an expandable file keeper with several pockets. Manila file folders can be grouped together in categories or months that are labeled on larger, hanging folders.
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Once you set up your filing system and are able to put all of your documents, financial papers, or bills away in their appropriate places, it is extremely important to also set up a system to maintain your files. On a regular basis, whether you do it monthly, every few months or annually, purge your filing cabinet and store older papers in a cardboard or sturdier, lockable, file box. These boxes are used to archive information that cannot or should not be discarded but is no longer current enough to be kept in the filing system that you access on a daily basis. Continue to file all of your papers, bills, important documents, and financial statements as you generate or receive them to maintain an efficient filing system throughout the year.
eHow Article: Setting Up a New Filing System
