CURRENT FILES IN USE
These are files you're using daily, or frequently, for current projects or
pending chores. You can leave these files on your desktop. Just don't leave them
in a pile. Instead, consider a "Vertical
Sorter
 ", also called "vertical file" or
"desktop sorter".
Don't mix these up with
desktop organizers
which don't always have slots big enough for letter-size file folders.
Vertical sorters are sold at any office supply store or major discount retailer.
They have a flat base that sets on your desktop and usually three to eight slots
for holding file folders in an upright position. That makes it easy for you to
easily read or flip through the labeled tabs on the folders.
You also can put other things in the slots. For instance if you keep a tickler
file system comprised of folders related to bill paying, use the front slots for
shorter items like checkbooks and #10 business size envelopes.
Vertical sorters come in materials ranging from
mesh and solid steel
panels to plastic and open contemporary
wire
 designs
(pictured left in chrome color). Get something durable that won't break the first time it
accidentally gets pushed onto the floor (because it will happen at least once).
Another option is a
Desktop Files Box
 . Unlike the
vertical sorters, these don't have sort slots but they still hold your files
neat and are easy to move from on the desk to under the desk when not in usage.
Get one for each separate project you're working on.
If you don't have room on your desk for a vertical sorter, consider a rolling
file cart, also called a
Mobile File Cart
 . (Note: This is not one of those common plastic carts with drawers or
bins). A rolling file cart has an open rectangular frame on top where you hang
folders (like green hanging folders). Naturally, you put your file folders
inside the hanging folders.
Mobile file carts often come in metal or plastic. They have four casters. Sometimes
they have open slide-out drawers at the bottom; that's a convenient place to
store your empty file folders and hanging folders. Rolling carts should be short
enough to roll underneath your desk when not in use.
A
File Cube with Wheels
 takes even less space than a rolling file cart.
If you work with a lot of blueprints or tube-shaped
items, you'll want a
Blueprint Roll File
 .
These are file storage/sorters often on wheels and made of wire or plastic that store your tubes upright
in one or separate bins.
If you prefer cardboard storage, try a
Rolled Document Box .
This is a vertical box with separate slots for various size rolled blueprints,
posters, etc.
ACTIVE FILES NOT CURRENTLY IN USE
If you can afford it and have adequate space in your home office, a typical
Filing Cabinet is great for holding active files. If you've got a small amount of
space, you'll want a vertical four-drawer file cabinet.
If you have more
horizontal floor space, get a
Lateral File
 cabinet (or even two that you place
back-to-back or side-by-side); these lateral files give you a work space on top
for sorting papers. Or put your printers and computer peripherals on top of
them.
When you install the frames inside of lateral file cabinets (which is usually
quite easy), you have two choices:
1) Make it so that you can read your file
tabs from a side view in one long row.
2) Or place the frames so that you have two
shorter columns facing forward (this is usually easier viewing).
Putting two or four two-drawer vertical file cabinets side-by-side or
back-to-back also gives you convenient counter-top space.
But before you invest in any file cabinets, do this:
1) Determine how much filing space you need
for your "active" files.
2) Measure the amount of space you have in
your home for a file cabinet(s). Be creative; you might find your best space is
inside of a spare bedroom closet.
3) If space allows, determine if that extra
countertop space mentioned earlier would be useful to you.
4) Buy frames on casters to put at the base
of your cabinets. These may be called "file cabinet caster base" and are easiest
to find inside retail stores (versus online). In general retail stores, look in
the office supply section and in office supply stores, look near the file
cabinets to find these base accessories. This metal frame with casters makes it easier to relocate the cabinets, including when
you're shampooing the carpet beneath them. Many newer file cabinet designs come
with attached casters.
Of course, you don't have to buy drab steel file cabinets or even pretty colored
wood ones. You have other options. For instance, use a
Wicker File Storage Box for your filing system.
These wicker file storage boxes can be stored on open cubicle shelves in your
office or put in many other convenient places. They look stylish enough to put
in the corner on the floor and still appear neat. You probably can stuff your
file folders in these baskets without using hanging folders.
A
Woven Pandan File Box with Lid
 will also look
stylish and blend in with your home or office decor.
Plastic Storage Crates
 (sometimes
referred to as "milk crates") sold at many stores these days are an option for
holding hanging file folders. Get all red to add vibrancy to your office. Or buy
three different colors. You can even spray paint them yourself. Pending your
desk size, these crates may fit neatly under your desk. Or put them on the
bottom shelf of a deep bookcase. Don't overfill the crates or they'll be too
heavy to lift if you plan to tote them back and forth to your desk.
INACTIVE FILES THAT NEED TO BE ARCHIVED
Inexpensive
Cardboard File Storage Boxes
(sometimes called "bankers boxes") hold folders just fine. You don't need to use
hanging folders with them. Find these boxes at any office supply store.
Plastic File Bins will work too. But
measure the bin before you buy it so that you get an appropriate fit for your
file folder size. Stuff the boxes or bins full of folders that are in an upright
position (so you can still read the folder tabs).
Then seal the box or put the lid on the bin. Label the outside of the box or bin
with a permanent marker. Write a category name directly onto the box or on a
piece of paper adhered to the bin with translucent mailing tap. Put the label on
one vertical side and on one horizontal side of the box or bin.
Or attach a plastic sleeve (or translucent notebook sheet protector) to the outside and put
a detailed list of the contents on a piece of paper contained in that plastic
sleeve. That way you won't need to open the box to see exactly what's in it when
you're looking for something.
So now where do you put those boxes? The perfect place to store these archive
file boxes is on vertical open shelving
in the garage, an attic, a basement or in a closet (but not near any water
leaks). Make sure the shelves are secured to the wall with screws to prevent
dangerous tipping accidents. And while a metal vertical shelving unit from a
discount retailer will work for this job, another newer option is the
File Box and Bin Warehouse. What's neat about
this storage container system is it holds a lot in a small amount of space and
each bin or box is independent of the other. So you don't have to dig through a
stack of archived file boxes to get the one you need.
GO TO IT
Now you have a home for your filing system. If your files start to outgrow your
three-part file storage system above, do what the experts recommend most often:
Purge! Don't keep any piece of paper with no purpose; that can be found
elsewhere; or that you don't need to keep for legal reasons. It's that simple.
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