How to Make a Correct File System

Color coding can help.

There is more to business than just getting the paid gigs. Filing and organization are necessary to keep the business running smoothly. Documents can be filed by chronological order, reversed chronological order, project, business quarter or tax quarter. Fact sheets can also be inserted into the main parts of files so you can open it and know the basic information about the project and client as well as the status of the file. A filing system should be simple, and it should also make sense to you and your co-workers.

Things You'll Need

• File folders
• Hanging Files
• Labels
• Printer
• Inbox
• Shredder
• Binders
• Hole punch

Instructions

How to Make a Correct File System

1. Sift through all of your papers and organize them into piles. Shred and recycle all of the materials that you no longer need. Depending on your profession, clients' files may need to be kept for several years. Keep closed client files in a separate room or cabinet.

2. Label your piles with key words or main phrases. Printing out your labels is more professional and easier to read.

3. Place the paperwork in hanging file folders. Use separators or colored tabs to divide general administration from specific jobs or clients. It's also beneficial to have a separate section for financial information.

4. Hole punch and place forms and other procedural documents in binders so you can flip through them. Make sure to label the binders.

5. Keep an inbox on your desk for documents that need your immediate attention.

Tips & Warnings

• Scan all of your important documents and keep them on a CD. This reduces the need for a filing cabinet.

• Documents can get lost if you are not consistent with the labeling.