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File-It Blog

Filing Mishaps to Avoid

 by fileit on 12 Mar 2014 |
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Having one of those days? Perhaps it’s just your filing system, not you! Having a filing system that works is important for businesses. You should be able to locate a file in a few moments when you need it. If you can’t, your filing system needs work! To help you sort this out, we’ve written up some common filing mistakes that you should try to avoid.

Before you start a filing system, plan it! Don’t try and plan as you go or your filing system will soon become dysfunctional. Decide on categories before you start. If you require help setting up a system, feel free to ask us some questions through email, social media or phone. Or have a look at for more information.

If you’re struggling to think of a system that’s ideal for your company, be wary of copying another system. If you can’t think of a system, then personalise the system you copy.

Try not to use an excessive amount of folder colours
for what is needed, or mixing colours. Using too many colours will make your system confusing. Having a system that is easy to maintain and easy to understand is best.

At the same time, using no colour is also not a good idea. Colour helps to differentiate between file types and some colour should be used.

Don’t keep paper and files that you don’t need. This will only waste your time and congest up your system.

Don’t label things with meaningless or convoluted titles. Ensure your labeling system is consistent across all files and that label names are easy to recall and make sense.

Beware of letting your pile of files to put away grow too big. Get on top of the pile before the pile becomes enormous.

Also, make sure you avoid overstuffing files. This will become more of headache when the file falls apart. Best to start a new file. 

Need more tips for your office or home office? We love Peter Walsh's guide to a cleaner office. Or, if the tasks too big for you alone, ask us for help.


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