It's been about two weeks since I've read the book, but I'm going to
try and figure out the best system for my one-and-only (hanging) file
drawer in my desk at home.

Right now, literally everything goes in it's own named folder (by
company, store, business, etc.) But thinking about it, I've been having
to create a new folder if I buy something from a place I haven't been
to before. (I did finally create Misc A-F, G-L, M-Q, R-V, W-Z folders,
but still.)

I think I've got a lot of folders in my drawer, and I'm sure if I cut
it down, I could at least implement the tickler system with 43 folders.

Would it be better to purge my files to see what receipts and documents
are probably outdated, then to switch to the A-Z system? How did you
figure out the best system for yourself? I'm short on cash, so I'd like
to try to work with what I've got without switching to a non-Pendaflex
(hanging file) system.

Thanks!

I'm still implementing GTD, and I'm using a mix of hanging and non-hanging
folders. I'm using the plain manilla folders for files that have to be
somewhat mobile. I hate carrying hanging folders in my backpack. Going
forward, I'm only buying manilla folders. (and tape for the P-Touch :)

I had a similar problem with the old vs. new filing systems, and I decided
to just let the old stuff "age out". Anything new is going into the new
filing system.

Can I take a moment to rant about the uselessness of thermal paper receipts?
I've since started making photocopies of significant receipts, so it's not a
huge problem anymore. I'd just like to state for the record that I hate
thermal paper. It's evil.

On 7/26/05, Bryan Villarin <btvilla...@gmail.com> wrote:

Since the hanging folders cost quite a bit, I'd like it if I can get
rid of some extraneous files to free up space for the A-Z system. I
guess I need at least 69 folders (A-Z plus the tickler file system),
plus extra for projects. What's your system consist of?

Thanks for the suggestion, I'll give that go.

[Off-Topic] Funny rant, man. You keep the originals for awhile, or just
convert them into PDF and chuck 'em? Are you talking about the larger
purchases, or small purchases (e.g. using a debit card at a semi-fast
food restaurant, Starbucks, gas station)?

I'm half-way through implementing GTD and I confess I don't get the A-Z thing.

DA says it makes for less places to misfile things.  By my thinking it
makes that worse, not better.

Example:  I'm trying to get out of debt by filling in a form to claim
a tax rebate.  Do I file the form under T-Tax?  I-Inland revenue?
R-rebate?  D-Debt?

Hell, I've had days when it would have gone under 'F' for 'Form'...

Andy.
--
Give me ambiguity, or give me something else.

I opt for stable categories that don't change according to your state of
mind.  Once you are used to the principle, there is little hesitation in
going to the right file.  But, frankly, almost any system will do if you
have only one file cabinet of files that only you use.  Over time the
you-who-looks-up-info will learn how the you-who-files-info works and
correct really bad filing practices, if they really matter to you.

My vote: Inland Revenue.

Dennis C. During
dcdur...@gmail.com
(914) 663-8203

In my filing system it's "business/tax/other".

As I understand it, it's not so much a question of "mis-filing"
somthing, more a question of retrieval. In this case, you'd have, at
most, four things to look under if you wanted to find the item. You
decide whether that's reasonable or not. Obviously, the more consistent
you can be, the fewer things you have to look under and the better your
retrieval system. I would suggest you go with your gut instinct as to
which category to use.

I must confess, a part of me agrees with you as far as not getting the
A-Z thing is concerned. But also, a part of me just bows to the greater
knowledge in a "we are not worthy" manner. The part of me that agrees
with you sits at home, and looks on at my existing filing system (not
A-Z sorted, and not a particularly pretty sight).  The part of me that
bows down sits at work, and looks at my filing system there (contains
less stuff, but it is A-Z sorted in approved DA style). I have to
confess that whenever I look for something at work, I always find it
easily, even when my initial reaction is "now will I find that under
this, or that, or the other ...". Looking for something at home? Well, I
usually find it, but it's altogether more stressful.

--
Neal Dench / http://porkpop.blogspot.com

I have a copy machine (my printer/scanner/copier combo). When I truly
think I'll get confused, I put it in both folders :o)

        --Michael

On 7/27/05, Neal Dench <nde...@gmail.com> wrote:

--
Michael Langford  --- 404-386-0495
It is very much better sometimes to have a panic feeling
beforehand, and then to be quite calm when things happen,
than to be extremely calm beforehand and to get into a panic
when things happen --Winston Churchill

Over the last year, I have been converting both of my (very large) home
and work filing systems to the Paper Tiger
(http://www.thepapertiger.com/) filing system. This system really
facilitates easy retrieval by employing search and indexing through the
computer.

It may sound insane, but everything is simply filed by a number,
without topical categorization. This makes the filing process itself
very quick and painless and therefore filing tends to not pile up.
Simply grab a paper, search on a keyword, if no files come up, create a
new listing in the index and drop the paper in a numbered file. While
the software is fairly expensive, most of the functionality could be
replicated by using an Excel template. Retrieval is then just a search
on the index. A printout can also be made of the index and added to a
special folder at the front of the filing drawer as a backup or to look
a file up when your computer is unavailable.

Finding any one piece of paper is incredibly quick with this system and
I am finding numerous additional benefits. For one, it's portable.
Since I have my filing index (the Paper Tiger software) installed on my
laptop I don't have to be in my office to update my  filing system. I
just grab the stack of papers requiring filing and when I have a couple
minutes during the day, I annotate each of them with their
corresponding number. When I return home, I simply drop each in their
corresponding numbered file. Secondly, since contextual labels are only
stored electronically in the index, I can instantly reorganize my
system by changing the labels in the index without having to physically
reorder or relabel any folders. Additionally, the system has an
inherent low-level security benefit if you don't use the paper index.
When you open my filing drawer, all you see are files labeled "1", "2",
"3", "4", etc. If someone was trying to find confidential or sensitive
information, it would be very difficult for them, without access to the
index.

This system may be overkill for someone with a single drawer of papers
to file, but for anyone with a lot of papers they have to keep track
of, it's a dream.

On Jul 27, 2005, at 8:14 AM, Andy Jones wrote:

And this is the very crux of the A-Z filing system.

Business/tax/other would indicate that you have many business/tax  
folders. Which is really creating a non-alphabetical hierarchy.

Sometimes this is useful. I might put my side freelance work into a  
"Freelance accounts payable" folder that's separate from my general  
"Bills" folder. But, on the other hand, a bill is a bill is a bill.  
If I gotta pay it, it should be in the place I look for things to pay.

That's why a simple A-Z system is nice. A place for everything, and  
only ONE place. Plus you know how to find it.

But I'm picking too much on Andy, and possibly unfairly. (Sorry Andy!)

Where things really break down is when you totally break A-Z. I've  
worked for people who keep "topical" filing systems. So red folders  
are for payables, green for receivables, blue for employee records,  
and every chunk of colored folders have their own hierarchies.

It makes it VERY hard to file and to find things. You have to ask  
yourself "Is this employee related? Yup. Is it a bill? Uh huh... So  
where does it go? Where do I find it?"

If instead, you have a file for each employee, just mixed in with the  
alphabetization, it's easy to find. Or, failing that, using an  
"Employee: Bob Jones" folder isn't necessarily bad. Particularly if  
the meta-categories make sense. (e.g. I have both a "Payables:  
Pending" and a "Payables: Paid" folder; the one gets looked at on  
bill paying day, and the other is my history file.)

--Nik

One other filing note: Don't be afraid of overly broad categories!  
You might think that an "Automotive" file with everything for all  
your cars will fill up too fast. But, if you don't HAVE that much  
paperwork about your cars, go ahead and throw it in one file. If it's  
small enough that you can sort through it quickly, that's good enough.

If you later find that you need to break it down into sub-categories  
or some sort, go ahead and do it then. Making a new folder is cheap  
and easy.

On Jul 26, 2005, at 9:09 PM, Harvey Simmons wrote:

Sorry for the filing-related post flood. I'm a filing nerd, I admit it!

Harvey, you might want to try just dropping manilla folders inside  
your hanging folders. Label the manilla instead of the hanging  
folder. Then you can just pick up the manilla folder and portage it  
around as needed, and drop it back into its hanging file shell when  
you're done.

My desk ONLY accepts hanging folders, so this is the method I use. I  
find it occasionally useful to have the folder within another folder,  
because if I leave one at the wrong place, I can always drop  
something into the hanging folder and merge it with the manilla  
folder later. (Provided I can suss out which folder is missing -- not  
always easy since the hanging folders aren't labeled.)

--Nik