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Clearing Up Filing Confusion

There are only three types of filing systems and a few variations on the three, but actually only three.  In this article, I’ll explain the three types and you can see which type appeals to you.  (Not that filing is appealing, but it is oh-so-necessary!)

1.  Category filing

When you file by categories, you will have broad categories for documents you need to file and then sub-files to hold the different items under each category. 

Examples of categories for home filers would be Children, House, Medical, Insurance, Pets, etc.   The broad category would be Insurance and then you would have a separate file in the Insurance hanging folder for Auto Insurance, Health Insurance, Life Insurance, and Homeowners Insurance.

Examples of categories for business filers would be Accounts, Projects, Clients, Receipts, Advertising, etc. 

Materials you will need to set up a Category filing system:

• Hanging file folders
• Manila folders
• File folder labels (you can use the write-on type, print labels from your computer or use a label maker.  I like printing them from the computer so they are all the same font and look uniform in your file cabinet.  This makes it easier on the eye when reading the labels.)

2.  ABC filing

When you file by alphabet, you file under the appropriate letter.  Examples:  John Brown would be filed under B’s (always file by last name), or Mecca Company, Inc would be filed under M’s, or Doctor correspondence would be filed under…this is where ABC filing can get messy. 

Would you file under the doctor’s last name, which is “J”, or “M” for medical or “D” for doctor?  It all depends on the individual.  Bear in mind that others may not think the same way as you do when filing by ABC’s.  You may think of “J” for the doctor’s name, but your spouse or receptionist may think to look under “M” for medical.

Materials you will need to set up an ABC filing system:

• Dividers A-Z
• Manila Envelopes
• File folder labels

3.  Numerical filing

Numerical filing is mainly used by businesses that have lots of clients, like doctors, dentists or lawyers.  Each client is assigned a number and a running list of the numbers is kept is on a spreadsheet, in a database or in filing software specifically designed for keeping track of a numerical filing system.

The files are filed by number, 1001, 1002, 1003, etc., and you look up the client’s name in whatever database you use.  This can work for home filers, too, by assigning a number to each piece of paper to be filed.  Just remember if you decide to use the numerical filing method, your computer must always be on or your spreadsheet always handy.

An example of a numerical filing database:

1001 – Beryl Westby

1002 – Mickey Mouse

1003 – Donald Duck

An example of numerical filing for home:

1001 – Life Insurance

1002 – Rowdy the Dog

1003 – Living Room remodel project

 A numerical system can be as simple as just a number or can be more elaborate to include internal information.  Let’s say we are setting up files for the two-lawyer practice of Westby and Smith. 

          220081001 –  The first 2 in this assigned file number would mean it is one of Smith’s cases, opened in 2008 and the client number is 1001.

Materials needed for a numerical filing system:

• File folders
• Labels or already printed numbers
• Spreadsheet, database or filing software

 Which style of filing makes more sense to you?

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Last modified: 09/19/08