The word tickler actually means to “tickle” your memory. I have created and used a tickler file for a few years now and I find that it functions as a place to hold dated information that I need to keep for a short time. Some examples would be flyers to events, invitations, online internet orders, and client folders placed in the day that I meet with them.

• To create a tickler file, you need 31 hanging folders for the days of the month, 12 hanging folders for the months of the year, and a few extra hanging folders for files such as pending or next year.

• Begin by numbering the tabs of the 31 folders according to the days of the month. Write the months of the year on the 12 folders. It is nice to use a different color for these folders to set them apart from the days of the month.

• Use the extra folders for things such as pending or next year. Pending refers to things that you are waiting for some action on from someone other than yourself. Such an example would be waiting for an internet order to come in. Next year might be a conference that is scheduled the following year.

• Find a container to put all of the hanging folders in. The one in the picture can be found at Office Depot or Staples. It is a free-standing, black wire frame. You can also put the hanging folders in a plastic box-like file or a filing cabinet. I would recommend keeping the files out on a desk or countertop to make sure that you go through them daily.

Follow these steps to begin using the tickler file.

1. Begin to place papers in the days of the month as you use them. For example, if you receive a flyer for a conference you want to attend, register for the conference, and then print out the flyer and place it in the date of the conference. On the day of the conference, pull out the paper and take it with you for date, time, and directions. Then you can discard it.

2. Continue to fill the days of the month with papers as you use them, removing them from the file when they expire. This is a temporary file system and most days should be empty.

3. As you finish with each day’s hanging folder, move it to the back of the file so that the new day is showing in the front. When you finish the current month, remove it and have the next month showing.

4. If the file gets too crowded to house all 31 day folders and 12 month folders plus some extras only store a few months’ folders there and keep the rest nearby.

5. You may want to keep a calendar on the front of the system to reference when deciding on what date to put some papers. This system could be used to make notes to yourself about following up with someone on a particular date or as a reminder for yourself to complete a certain task.

With all of the paper that is generated these days, the tickler file is a great way to manage temporary things. It frees your memory for other important things.

The Facilities Management Department must preserve and keep accessible more than 40,000 original plans and drawings. Many of the documents date from the Universitys founding and were hand drawn by Architects and Engineers long gone. These include architectural, structural, civil, mechanical, plumbing, electrical and other drawings for site development, infrastructure, landscape, utilities, buildings, additions and renovations.

The 3,300-cubic-foot room holding the essentially irreplaceable documents was crammed seven feet high with flat files whose more than 150 drawers were filled to the top with originals. Clamped sacrificials—copies used to protect originals—are in a second room. Large E-size drawings were the most difficult to store and retrieve. Since the drawers had run out of space and the University was still adding buildings and completing renovation projects, rolls of drawings were stacked everywhere.

The lowest files directly on the floor; bending and lifting risked minor injuries. Leaving bottom drawers open presented a tripping hazard. Top drawers were stacked so high that staff could not see into them without stools or short ladders. And the aging drawers required frequent repairs.

The manager said: Our filing structure had evolved over time and had no rhyme or reason, so documents were prone to misfiling or not being filed. But the managers biggest concern was document longevity. Every use of an original abrades its clarity, he points out. Even sitting unused, drawings lying flat in the drawings rub each other when a truck shakes the building.

Electronic Storage Costly and Uncertain:

The manager was unconvinced about fully electronic storage. Nobodys going to provide more than $4 million to convert these documents to AutoCAD at $100 apiece, he observes. And you cant predict which documents can be in cheaper graphics files versus those that must be in AutoCAD because youll someday need to manipulate them.

No electronic medium is as permanent and accessible as a document. Today, you cant play your old 8-track audiotapes. In a few years, you wont find VCRs. And Ive seen my CDs and DVDs wear. Every ten years, a new storage method will take over, so youll migrate your documents several times during your career. Each conversion costs money and opens the door to losing files or corrupted data.

Properly stored, high-quality ink on Mylar has a functionally unlimited lifespan, he points out. Yet theyre subject to abrasion, misfiling, fire, and water. You need physical safety for your documents and electronic storage.

A new physical storage system had to let us grow, protect these documents far better, and offer a logical filing structure, says the manager. In 17 years with other units within the University, he has developed cost-based methods of justifying projects. We selected a vertical file storage system because it met our criteria at an affordable price. It was easy to work with, conversion was do-able, and it would eliminate injury dangers. Transitioning to a new filing system also provided an opportunity to implement a logical numbering system that the staff had developed but had not yet implemented”.

We calculated that vertical file storage systems were three times more cost-effective than flat files, says the manager. We save space, our drawings hang without touching, finding documents is intuitive, and re-filing is easy so it gets done more regularly.

The University projects faster document retrievals during renovation projects and especially during an emergency. “Over-sized drawings were a pain,” the University manager says, “but now we maintain them in vertical file storage systems. One pleasant surprise was that, even fully loaded, staff can easily push the cabinets around on the carpeted floor, enabling fast cabinet rearrangement as needs change.

Brad Barrett

A good fireproof file cabinet will come with a lifetime product warranty and in some cases a free replacement warranty. Some styles include drawers that feature high sides that are good for hanging folders. You will also receive a high quality lock with each drawer in most models as well. 

Some of the colors available in fireproof file cabinets include black, platinum and parchment. Some feature special electronic keypad locks or combination dial locks. If you are ordering these special features, your delivery time will likely be delayed, as they are not standard features of a typical fireproof cabinet. 

For many people or small businesses, their livelihood could face a serious disruption if anything happened to their important documents. Every business and most homes will have at least one filing cabinet. Therefore, it makes sense to purchase a fireproof file cabinet to protect their most important files instead of a standard old file cabinet. 

A fire in your home or business could be one of the most destructive things that could happen. It is not only the fire you need to worry about but the water from the fire hoses as well. Smoke can cause a lot of damage too. Keep in mind that any backup tapes, cds or dvd’s should be stored offsite.

When searching for fireproof file cabinets, ask the retailer or dealer about the types of lock systems available.

Some of the more popular names in the business are Schwab and Sentry Group. You can find these cabinets in various sizes. Shapes are either lateral or vertical filing. You can even find them with impact resistance. 

Not all fireproof file cabinets are created the same. Make sure you are getting a top quality model and not a discounted knock off. You do not cheap out on this purchase. One other aspect to look at is the warranty and service agreement. If you are having a mechanical problem with the cabinet, you want to make sure someone is onsite as soon as possible to fix the problem.

Paper seems to have the ability to multiply on it’s own.

It can get out of hand quickly. Next thing we know, we’ve got piles all around us that rob us of our creativity and the enjoyment of what we do.

Sometimes we don’t even want to go in our office anymore.

When it gets to that point, productivity is usually lost under the piles somewhere too.

YOU HAVE TO START TO FINISH

To clean up in a hurry, you have to get started.

Here’s what you need to do.

1. Set aside some time. One of the reasons that we end up in this mess is that we put off putting things away because often we think that it is not an important task and that we will find the time later. The truth is that clear spaces and organization are some of the most important things we can do to stay productive and on top of our job. So set aside what ever time you need, either in a large time block or in smaller chunks throughout your work week.

2. Have a system ready to place all of the piles. Update and organize your filing system. You may want to buy a new filing cabinet or get one or more portable filing totes. What ever works for you. One of the biggest reasons that we resist filing is that we have no where to put our papers, or our filing system is disorganized or too full. No one likes to wrestle with a filing cabinet. It needs to be quick and easy, or we won’t use it.

3. Put on some music that you like, or put on an audio book or listen to your favourite online radio show. That will keep you awake when the going gets tough. You may even enjoy the chance to kick back and catch up on your listening.

4. Get to it.

With every pile that disappears you will feel better connected with the work that you should be doing, the work that you want to do.

Every clear space on your floor and on your shelves will clear a space in your mind too.

There may be nothing more important that you can do right now than to take the first step.

Need some help?

STEPS:

1. Think about how you want your file drawers that are organized. If a system comes to mind-bills in a drawer in another tax information, etc.-take notes on a pad of paper.
2. Go through each drawer at a time, make a short list of contents. If you already have files set up, enter the file names and content.
3. Find a clean workspace, such as a desk or table and take a preliminary look through any loose paper. Search classification of documents into piles according to how you like that organized credit card bills in a stack, expense reports in another and so on. This is a good time to put aside out of date items for storage or shredding.
4. Once all unclassified articles, have separated, add new categories to the list.
5. Look carefully at the list and decide on the most appropriate method of organization for you, your office or home. For job files, you might want a file for each project / department for personal files, you may separate them by type of bill. Note that you may want to sub-arrange the items by month or year.
6. Make a new list of files you need to clean the label. Place each box on a separate page. On the left side of the page, the list of “class” files, which are usually hanging folders. On the right side of the page, the list of individual files that you want in each category are usually folders. For example, a hanging file labeled “accounts of the credit card” may contain folders labeled “MasterCard”, “Visa” and “Gas Card, or you can have files labeled” Bills 2005 “,” projects Act 2004 “and so on.
7. Make sure you have all the supplies you need. A series of files with hanging files Manila, well marked, is a great way to organize any file system. Go to an office supply store and pick the right size files, along with your choice of labels file folder.
8. Typing and / or print your file labels. Apply labels for hanging folders and manila file folders.
9. Go through your file drawers, one at a time, and put in the new empty files in alphabetical order. Now flush all the old files and put the papers in the appropriate places. Do the same for any loose paperwork.
10. Put an appropriate label on the outside of each file drawer and pull all the old folders unpleasant. Now you are finished!

Advice

* When you’re developing your organizational system, find out how often you need to use the elements of its filing. Put the files you use most often in the front of the drawer or in a location easy access. You might even want a section of his file drawer devoted specifically to works in progress.
* If you’re worried about where to resubmit your folders, you can put a second line in the file folder on the inclusion of a smaller size of the source file that are hung, in some labeling systems prepackaged to offer this option in software.
* Do not be afraid to create different file systems in different ways. Your files from the home office does not have to have the same configuration of your work files.
* Be patient if you have trouble finding things at first. You can always print a list of files and tape the side of the cabinet.
* You do not have to file everything away to be organized. Keep a tray on your desk or near your filing cabinet of the issues presented, and of course once a week or when full.
* These steps work and filing of documents on your computer, too!

Warnings

* When you begin to build up loose papers, not just randomly start making new files, that is the way to chaos and disorganization. Check first to make sure that a file does not exist.
* If you do not need a new file, but think of the most logical place to put it, rather than put it in the top drawer is opened.

The filing cabinet that are probably best known is the vertical file cabinet. This type of cabinet usually has 2 to 5 drawers and can hold letter size or legal documents facing the front of the drawers.

For an office that lacks wall space, vertical file cabinets are more likely to be the ideal choice. Vertical file cabinets are not as many files, but not have as much room wall and drawer sizes available from 15 to 28 inches.

The lateral file cabinet is another option. With more extensive than the taxpayers, which will give you the option of storing files back and forth or side to side in the drawers. Because it is not as deep as vertical cabinets, also can be used as partitions or sideboards.

This type of file system offers greater flexibility as it can store files legal size and letter to the cabinet at the same time – the vertical file cabinets hold only one or the other. In general, side cabinets have more room for documents.

What to look for

To find the quality of the file cabinets that will last a long time, you have to find some specific traits. First, take a look at the suspension system drawers. Make sure that the drawers can open and close smoothly even when filled with the weight of many files.

Security is also a concern when it comes to choosing the high quality of the file cabinets. Cabinets with a mechanism designed to prevent the deposit when they open every box, is an example – look for drawers and counterweight internal locking devices that allows only one drawer open at a time.

If you want to make good use of their file cabinets, it is better to spend a little more money up front for durable cabinets to keep sharing every time you have to replace the damaged unit. The higher grades of steel are thicker and more durable, which means that the cabinets of this composite material is capable of supporting greater use over a long period of time.

The filing cabinet that are probably best known is the vertical file cabinet. This type of cabinet usually has 2 to 5 drawers and can house or letter size of the legal documents that faces the front of the drawers.

For an office that lacks wall space, vertical file cabinets are more likely the ideal choice. Vertical file cabinets do not have the largest number of files, but do not have as much space and wall drawer offer sizes from 15 to 28 inches.

The lateral file cabinet is another option. With wider than the filers, which will give you the option of storing files from front to back or side by side in the drawers. Because it is not as deep as vertical cabinets, can also be used as partitions or credenzas.

This type of filing system offers greater flexibility because it can store files and legal-sized letter to the cabinet at the same time – the vertical file cabinets hold only one or the other. In general, side cabinets have more space for the documents.

What to look for

To find the quality of the file cabinets that will last a long time, you have to look for a few specific traits. First, take a look at the drawers’ suspension system. Make sure that the drawers can open and close smoothly even when it is filled with the weight of many files.

Security is also a concern when it comes to choosing high quality of the file cabinets. Cabinets with a mechanism designed to discourage the tank when all the boxes are opened is one example – search counterweighted drawers and internal locking devices that only allow you to open a drawer at a time.

If you plan on making a good use of their file cabinets, it is better to spend a little more money in advance for durable cabinets to keep dishing out every time you have to replace the damaged unit. The higher grades of steel are thicker and more durable, which means that the cabinets of this composite material will be able to withstand more use for a longer period of time.

The use of file folders is indispensable for people from all walks of life. Whether you are a student, a mother, a businessman or a bookkeeper, you need to practice the art of filing documents. You never know when the need to retrieve or review specific information will come your way. You can never tell if a piece of document will need to be referred to somewhere down the road. It is better to be ready for the most unexpected things. File folders are very elementary tools that can save you a lot of headaches when you need to provide vital information.

Once you have everything carefully clipped in various file folders, you need is to secure the files in a filing cabinet for safekeeping. Categorize your file folders as ‘working files, or ‘archive files, (those that are occasionally accessed). How you arrange the labeled file folders also matters. You can opt for either alphabetical, numerical, subject, geographical, chronological or tickler filing arrangement.

Proper file management keeps you in control of your plans and enables you to achieve a higher rate of productivity. Imagine yourself cramming and endlessly stressing in a topsy-turvy world just because of a missing document. It is, to say the least, a frustrating experience. If you know how to organize and safe keep your papers in file folders, then you are guaranteed to be devoid of such trouble.