Q&A for How to Arrange a Paper Filing System

Store folders with "memorabilia," like old assignments and keepsakes, somewhere other than your new filing system since you don't have to regularly reference them.

The latest-dated file, such as the newest invoice, p.o., or bill, always goes in the front of the file.

File alphabetically by the first letter of the last name. If you have several files with the same last name, then sort them by first name within that group. For example: Smith, Ann; Smith, Bill; Smith, Bob. If you have two people with the same first and last name, then use the middle name to sort. For example: Smith, Bill P.; Smith, Bill X.

It's your filing system, so you can choose the way that feels right to you. If you try it one way for a while and it's not working out, then switch it.

On manila folders, they would go on the front. If you hold one on its side (like reading a book), the tab should be on the right hand side when you open the folder.

If two clients have the same names then assign them by address, e.g., Smith, Ann (Fogelsville); Smith, Ann (Trenton). Or even a nickname, whatever is easiest to remember them by.

There are two ways depending on how your business works: You could file everything according to names. This way all information for a particular client is in one file. If the file gets huge, break those files down to either bi-yearly, quarterly or monthly - depending on the amount of information you have for that client. If, however, your business seeks information for a particular day, then file on a dated daily basis. I don't recommend this because if there are a lot of clients, it can get sticky trying to find which client called, faxed, wrote on what particular day. Unless the important information is a daily total, filing by names is best.