Out of Sequence
pbs wrote:
I always get my "cut" out of order (i.e. can't keep them lined up in order in the file cabinet). Can anyone offer a solution to this problem.
Here are a couple of ideas to think about.
I believe it was Frank Buck who in another discussion advocated using folders (in project files at least) that have a tab that runs the entire length of the folder. This enabled him to name his projects by the outcomes they were trying to realize. The big tabs gave him the room to write the long project names on his project folders. Another benefit to that approach would be that the tabs would never get out of order. You could do this for informational files as well. The downside is that - unless the files are all pretty thick - you probably wouldn't be able to easily see many of the tabs.
Another option, strictly for anal retentive types and/or database administrators, is to label your file folders with numbers or alphanumeric codes. Then use indexes to look up things in the file. This approach is described in the book
File Don't Pile, and probably other places as well. The indexes can be paper based, but electronic spreadsheets are really the only way to go.
The advantages to the approach are:
- Folders start in order and they stay in order.
- Folders can easily be reused. Throw out the old contents, clear the old index entries, put in the new contents, add the new index entries, done.
- Folder contents can be indexed and cross indexed flexibly. For example, your folder of Visa card statements can be looked up under "Visa," "Credit Card," "Bill," the name of the financial institution, or anything else you want to use.
- Folders can hold a number of distinctly different things. Multiple index entries can all point to the same folder. This can limit the number of folders with one and only one piece of paper in them.
The disadvantages to the approach are:
- Maintenance overhead of the indexes. You have to update and periodically reprint them. If you procrastinate filing the "normal" way, you'll probably
never do this.
- If you lose the indexes, you're hosed.
Considering that you are really bothered by the fact that your tabs don't line up, I'd say you just might be the kind of fanatical neatnik that would go for the second approach. :wink:
P.S. Back up your index files!!!