Where's Your File Index?

Although many are choosing to use less paper at home and at work, most people still have some paper to work with. When the "paperless" idea first came up, it was difficult to put into practice. Technology didn't really support finding files and making them easily accessible to everyone that needed to use them. Things are changing now.

Going completely paperless is probably still out of reach for most, but technology is making going "almost paperless" a reality for many. This article, for example, talks about the reasons BMW is encouraging dealerships to go paperless. The article also discusses the reasons it may not be possible to do away with paper completely. So how do you keep up with all the paper necessary to success?

The answer is a file index. I recommend using a numerical filing system. I'll talk about the reasons why in another post. However, whether you choose to go alphabetical or numerical, a file index is an important piece in your organizing strategy. Barbara Hemphill, founder of the Productive Environment Institute, makes this comparison...

A file index is to a filing system what a chart of accounts is to an accounting system. Using a file index allows you to quickly see what files you have and where they are located. For example, if several are using the files, one might file something under "car" while someone else might use "automobile" and yet another person might use "Ford". Using a file index will eliminate duplicate files. Of course, if your system is numerical, the content of each file can be determined quickly with your index.

Don't have an index? Create one now...Watch your productivity improve!

Changing with the Times...

The days of going to one office and working from 9 to 5 are over for most. Easy access to the information you need wherever you may be working is crucial to staying competitive. However, converting to an electronic format can be daunting. Creating and carrying through with record management policies is key to success.

Barbara Hemphill, of the Productive Environment Institute, suggests six questions that should be asked when thinking about establishing those policies...

• What information do I need to keep?
• In what format?
• For how long?
• Who is responsible for filing the information?
• Who needs access to it?
• How can we find it?

Often it is helpful to schedule a day to eliminate unnecessary paper in your office. Giving yourself and others permission to get rid of things that are no longer useful frees you to focus on the things that matter.