Filing in a filing cabinet involves organizing and storing documents systematically for easy retrieval. A common method is arranging folders from left to right.
Effectively using a filing cabinet keeps your documents secure, organized, and easily accessible. The process generally involves sorting, indexing, and placing documents within appropriately labeled folders and cabinet drawers.
Understanding Filing Cabinet Basics
Filing cabinets come in two main types:
- Vertical Filing Cabinets: Documents are filed front-to-back. These are typically deeper than they are wide.
- Lateral Filing Cabinets: Documents are filed side-to-side. These are usually wider than they are deep and can hold more per drawer.
Side-by-Side Filing Explained
According to filing principles, Side-by-side filing is also called left-to-right filing. This method refers to organizing folders in a row from left to right within the drawer. It is the most common way to file letter-sized hanging folders in a lateral file cabinet and legal-sized folders in a vertical file.
This means whether you're using a wide lateral cabinet or a deep vertical one, the primary orientation for placing your folders is often in a sequence moving horizontally from left to right as you look into the drawer.
Step-by-Step Guide to Filing
Here’s a general process for filing documents in a cabinet:
- Gather and Sort: Collect all documents to be filed. Sort them into logical groups (e.g., by category, date, or name).
- Index and Label: Decide on a filing system (alphabetical, chronological, numerical, etc.). Create clear and consistent labels for your folders based on this system. Using label holders or adhesive labels ensures readability.
- Prepare Folders:
- Hanging Folders: These sit on the rails inside the drawer. Place your labels on the plastic tabs that attach to the top edge of the hanging folder.
- Interior Folders: These are standard manila or colored folders that sit inside the hanging folders. Label these as well, often on the top tab, ensuring the labels are visible above the hanging folder.
- Place Documents in Interior Folders: Insert documents into the appropriate interior folders. Keep related documents together.
- Place Interior Folders into Hanging Folders: Slide the interior folders into their designated hanging folders.
- Arrange Hanging Folders in the Cabinet: Place the hanging folders into the cabinet drawer. Arrange them according to your chosen filing system. Following the side-by-side (left-to-right) method, place the first folder on the far left and add subsequent folders to its right in the correct order.
Choosing Your Filing System
The effectiveness of your filing cabinet depends heavily on the system you use. Common systems include:
- Alphabetical: Ideal for filing by name (e.g., clients, companies).
- Chronological: Best for documents filed by date (e.g., invoices, reports).
- Numerical: Useful when documents have assigned numbers (e.g., case files, project numbers). Often requires an index.
- Categorical: Grouping by subject or type (e.g., "Utilities," "Taxes," "Medical").
Combining systems is also possible, such as alphabetical within categories.
Tips for Efficient Filing
- Be Consistent: Stick to one filing system and labeling convention.
- Don't Overstuff: Overstuffed folders are hard to file and retrieve, and they can damage documents.
- Create "Miscellaneous" Folders: For documents that don't fit neatly into a specific category, create a few "Misc." folders within broader sections (e.g., "Clients - Misc."). Periodically review these to see if new categories are needed.
- Use Color-Coding: Different colored folders or labels can help quickly identify categories or years.
- Regularly Purge: Schedule time to go through your files and remove outdated or unnecessary documents.
| Cabinet Type | Filing Orientation (Common) | Best for Folder Size |
|---|---|---|
| Vertical | Front-to-Back | Legal |
| Lateral | Side-to-Side | Letter |
Note: While typical orientations exist, both cabinet types can often accommodate different setups with the right frames and folders. The reference highlights side-by-side filing for specific sizes in each type.
Filing in a cabinet is a fundamental organizational task. By implementing a clear system, utilizing proper labeling, and employing methods like side-by-side filing, you can maintain an efficient storage solution for your important documents.
