AB> Well, my boss (almost my husband) and I can't agree 
 AB> on how things should
 AB> be filed.  I like keeping records bound in notebooks, he wants them in
 AB> files in file cabinets.  We only have one 
 AB> accessible file drawer in our
 AB> office.  The other is blocked shut by a huge mess of cords that keep
 AB> power to our computer.  We argue about how things 
 AB> should be filed.  I'm
 AB> looking for ways to work that out.
I use ring binders for many things, and a filing cabinet for others.  The 
ring binders are ideal for files that need to be accessed frequently, because 
it's very much faster to find and pick up a binder labelled "posted" to find 
an invoice than it is to go through the file drawer.  Contracts, and other 
files that are not accessed frequently are in the filing cabinet.  The 
customer paper records are all in ring binders labelled according to agents 
because that is more efficient for my business than keeping them in the 
filing cabinet, but a filing cabinet might be more efficient for other 
businesses.  I have one set of shelves that has ring binders in alphabetical 
order, and the contents of each ring binder are in alphabetical order.  The 
filing cabinet is too, of course, but I don't go into it as much.  It's handy 
for things that shouldn't have holes punched into them, such as government 
records, licence agreements, etc.
 
Out dated records, years ends, etc, are kept in labelled boxes on shelves 
built into what used to be a closet, so that they are easily found if 
necessary, but out of the way.
 
The best way to find what filing sytem is the most efficient for your office 
is to try different methods while the business is still small.  The one that 
works best for you is the right one.  It's a lot easier to experiment and 
change when you're small than it is to switch systems when you're busy.  I've 
worked in companies where the filing system had been outgrown and had to be 
changed.  Major nightmare!  No one could find anything until everyone got 
used to the new system.  Tremendous breakdown in office morale, efficiency, 
and productivity for a couple of months.  Even after that we weren't up to 
the same ease and speed as we had been before, even though we all admitted 
the system  *had*  to be changed because it had become counter-productive.
--- Maximus 2.01wb
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