Alphabetical Filing Basics

Naming Files So You Don’t Have to Sort by Date

admin — Tue, 11 Aug 2009 12:43:37 +0000

I learned this trick in a book for administrative assistants years ago and have used it religiously ever since.

Within my alphabetical filing system on my computer, I have a folder (in the C folder) for “Correspondence.” This folder keeps most of my documents that I created for other people.

This is the way I always name these files and others that may not be correspondence per se (reports, notes, etc.):

Date To – Brief Subject

It looks like this: 09.05.09 T. Ernest – Summary of Test Results

The key is to type the date first using this format. Not 090509 or Sept0509 or any other variation. The reason is this: you want to be able to identify the correct document at a glance. The periods help you do this. Using words for months will throw the alphabetical listing off. By typing the date this way first, your files will always be in alphabetical order.

I always tell people, “You don’t want to have to open the file in order to figure out what it is.” The entire point of an organizational system or filing system is to be able to quickly retrieve what you need. The alphabetical filing system is the foundation for this. This naming structure takes it a step further. Hope this helps!

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Easy Summary of Creating an Alphabetical Filing System

admin — Tue, 11 Aug 2009 01:41:18 +0000

I just posted this on Scribd and wanted to share it with you as well. Print this and take it to the office or even share it with friends and colleagues who may need a little help setting up a workable alphabetical filing system for their computer files.

Alphabetical Filing – Electronic Files

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How Creating and Alphabetical Filing System Increased My Productivity

admin — Wed, 04 Mar 2009 17:38:10 +0000

I once had a filing system based solely on categories. Although this made sense to me (grouping like items together is a cardinal rule of organization), I became frustrated at the time it took me to locate items. I’m a believer in all things quick, efficient and effective and that extra time became a thorn in my side.

It occurred to me that since I used an alphabetical filing system for other types of information, that it could probably streamline my filing and make it easier to find information. As I prepared my labels and began removing information from my old system, I realized that I needed additional files…and once my new system was in place, it took a lot less time to figure out where to place new projects and research. I am constantly researching various subjects and instead of stuffing yet another file behind “Research,” I placed it in its proper place within the alphabetical filing system.

Why I hadn’t realized the simplicity of this system sooner is beyond me. I’m just happy that I sat still and quiet long enough to realize it and took the time to make new labels and files. It was well worth every minute.

I know…you may be thinking, “I don’t have time to set up a new filing system!”

Well, let me say once again…it’s well worth the initial time investment and you will inevitably find that you’ll save time in the long run. You’ll be able to nip the stacking habit in the bud because filing will be so quick and easy.

You’ll be able to quickly put your finger on what you need, when you need it. That alone will relax you and excite you if it’s a new experience.

The alphabetical filing system is one step of the journey to getting organized. It won’t solve all of your problems and organizational challenges. However, if you can find what you need…when you need it…you’ll feel more in control and empowered to make other changes that will improve your efficiency and effectiveness at work and at home.

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