Do you have quite a bit of filing to do? Do you feel that you should have some sort of control over these files on how you find them, for future reference?

Creating a filing system can be tricky, as you need to know exactly how to file your files and what type of information you would need to be able to access quickly. Your boss could ask you for something at a moment's notice and you are expected to find the information within minutes.

One of my readers asks:

I am trying to organize a file room based not on traditional alphabetical filing, but on a retrieval system. It is based on real estate issues - so, for instance, the transaction files are arranged by numbers in order of closing dates. Then, all files are set up in an excel file with columns for File #, property address, closing date, owner (whatever data important) - then sorts are run and printed so files can be referenced and found by whatever criteria you need. That makes sense, but can this system be applied to other information, like monthly bills, tax returns, staff, legal issues, normal company information?

Being able to retrieve the data is more important than an organized alphabetized file drawer.

I remember going to a walk-in clinic (doctor's office) for an ailment at the time. I gave in my health card and was asked to be seated. I looked around and noticed quite a large amount of folders, assuming that they were patient files (which they were). It was interesting to see that there were numbers on the side of them.

You can use this system for anything you like, such as monthly bills, tax returns, etc. as you mentioned in your question. You can use two different methods of creating a filing system.

1. You can use Microsoft Excel to add all of this information and then add the numbers from the files to your Excel spreadsheet.


2. You can use Microsoft Access to create a database of all of your files' criteria and the software assigns a "key" or number that corresponds with your files.

This way, you can keep track of all files in any way, shape or form.