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!
]]>Maintaining Your Alphabetical Paper Filing System
- As soon as you realize you have a new project, client or research subject, put the paper in a manila folder and label it. If you don’t get around to making the label for the hanging file folder, you’ll still have an organized system.
- Don’t use your physical folders as reminders of what projects you are working on or have pending. Make a list and keep it on your desk. A list causes a lot less anxiety than a pile of folders…believe me.
- At the end of each day, put all of your folders back in their home (the hanging file folder).
- Once a week, take a moment to create any hanging file folders that you need and place your manila folders in their new home.
Maintaining Your Electronic Alphabetical Filing System
- Avoid the urge to save files on your desktop and get into the habit of saving the files in the correct folder. This may take a few months because you’ve probably been in the habit of saving everything to the desktop so you can find it quickly. Unfortunately, I guarantee that this strategy backfired.
- If you do slip and save a few files on your desktop, make a folder on your desktop named “File” and move everything in there. That way you can open your “My Documents” folder and the “File” folder and move things quickly to their proper home.
- Create new folders as you need to. You can do this as you save a file so you don’t have to take an extra time.
Following these tips should help quite a bit in maintaining your alphabetical filing system for your paper and your electronic files.
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