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Fast Filing Tips: Filing Right Away is the Right Way

Jul 1, 2008
Is your desk covered by stacks of papers that should have been filed a long time ago? This article is designed to provide you with some useful information that will help you manage your documents and file them in a timely manner. Specifics may vary from person to person; however, the following information includes helpful and important guidelines from which everyone can benefit.

Today's offices are already extremely hectic and most people cannot seem to find the time to file on a regular basis. If your desk is disorganized because of piles of papers that you need to file, your work can become even more overwhelming. In fact, you probably don't even like looking at your desk, let alone sitting at it. Wouldn't it be nice to come to work every morning and start with a clean slate (and a clean desk)? Think about how motivated and productive you could be without having those stacks hanging over your head (literally!).

As difficult as it can be, we suggest filing your papers and documents right away. In other words, as soon as a paper crosses your desk and is ready for the file, put it there.

There are several reasons why this strategy is a good one, here are 5 of those reasons:

Fast Filing Tip #1: Prevent lost files and misfiles. The longer a document sits around on a desk, a shelf or anywhere else but in the file, the more chances it has of being misplaced, covered up, hidden or otherwise lost. Furthermore, if you let papers sit idle until you have a mountain of documents to put into the file, misfiles may occur.

Fast Filing Tip #2: Keep confidential information secure. Many files contain information that is not for everyone's consumption, such as priority data about budgets as well as personal information about employees and customers. When such papers are allowed to sit instead of being filed immediately, the opportunity for information falling into the wrong hands increases.

Fast Filing Tip #3: Raise productivity. If everything that is supposed to be in the file is there when co-workers access the file, less time will be wasted searching for documents in the file drawer. This will help make your department, perhaps your entire company, more efficient and more productive... which in turn will most likely make your job easier.

Fast Filing Tip #4: Avoid confusion. When papers are placed into the file immediately instead of allowed to sit idle, the chances of confusing documents are decreased substantially. In a file, instead of strewn about the office, each paper is neatly organized in its place, with a file heading that clearly identifies what the file contains.

Fast Filing Tip #5: Create a cleaner desktop. Rather than piling up on your desk and leaving you with two square inches of workspace, putting papers into the file right away means that you will have more room on your desktop and that can change your whole outlook every morning when you start your day!
About the Author
Sharon Mann is President of the I Hate Filing Club, a group of nearly 100,000 office professionals who hate filing but love finding new ways to become more organized. For information about how you can get new ideas, sample new products and connect with your peers, visit www.Pendaflex.com.
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