When we create new filing systems for our clients, we always recommend using 1/3 cut reinforced file folders inserted into a hanging file system. The reinforced file folders stand up to wear and tear so much longer than standard file folders, especially if you have an over-stuffed file cabinet where the files pop up and rub against the top when you open it :-/ The flimsy top of standard manilla files get tattered and torn quickly. The simple reinforcement allows the file folder to last much longer. If you’re going to go through the effort of updating your filing system, it’s worth spending a few extra dollars and purchasingreinforced file folders especially for files that you plan to keep for a long period of time.
When we work with clients clearing through their filing systems, we often see people wanting to reuse old, sometimes even tattered file folders. We suggest that the old folders go into the recycle bin and they use a newer, more durable folder. When you think about how long you keep file folders, doesn’t it seem worth it to spend a few extra dollars and get something that will be more functional and last longer? The Smead SuperTab folders are a great choice because not only are they made with a durable heavyweight paper, they are designed with a larger labeling area. They didn’t make the folder taller, that wouldn’t work in a file drawer because if you fill your drawer too full with folders they are already riding too close to the top and can get tattered and make the drawer hard to close. They designed them so that the bottom section (where the papers go) is a bit lower and allows you to have a larger labeling surface. If your file drawers are in need of an overhaul, consider good quality file folders like these to keep systems running smoothly.
January is the best time of year to revamp your filing system. It’s a new year, so you can start fresh and feel organized by paying some attention to those all-too-forgotten files. Any files that you create yearly will need to be re-created. For example, I create monthly files each year. Rather than having individual files for all of the different payments, I make January – December files each year and can quickly file all paid bills at once. At the end of the year, the files go into storage and new ones are created. I save my monthly files for 7 years, so each year I also remove the oldest box. Although monthly file tabs are great, they don’t work for everything, so you will need to update any other files you have.
If you are going to create new files, invest in good ones. I love the Reinforced Manilla file folders by Pendaflex. Files are kept for a long time, some are kept indefinitely and others 4-7 years–here’s our document retention schedule for tips on how long to keep specific papers. With the heavy use that some files get, it’s worth it to pay a little extra for good, reinforced tabs on top of the file. When your drawer gets stuffed and the files start to pop up and rub across the top of the drawer when you open it, the label part of the file folder can get tattered quickly. The reinforced files stay strong and last much longer. Take the time to revamp your file system (of course, our organizers are always here to help you with fun projects like that) you will start the year off right, your tax preparer will thank you, your file drawer will no longer look like a bomb went off in it, and you will certainly feel more organized!
January is a great time to clear through your filing system. With the start of a new year, there’s often files that need to be re-created and files from past years that can be put into storage. We suggest that you go through and clean out your files 1-2 times per year, so the time has come–right? Some of you may even be long overdue! Smead has come out with a great labeling system called Viewables. As you see in the photo, they are “viewable” from the top, front or back. Having the top viewing feature is great for that bottom drawer at your desk. You don’t have to bend down to see the labels when they are viewable from the top. They are also very customizable, so you can completely customize the label, number of lines to print, colors and fonts. The system is also very flexible, you can re-arrange the Viewables tabs just like the standard hanging file tabs, they fit into the same slots.
Open that file drawer, pull out the labels and get your files cleaned out and in order today. Of course, you can always call your Chaos to Order organizer to come and give you a hand if you get stuck. You can even schedule your appointment right here.
I was asked to review the DYMO LabelWriter 450 Twin Turbo and found some great ways this gadget can help you work more efficiently. Here are some ways the LabelWriter can save you time in the office:
- The Dymo LabelWriter prints file folder labels (9/16 x 3 7/16) and hanging file labels (9/16 x 2) so you can stay ahead of the paper deluge that clutters your desk.
- If you use information from 3 Ring Binders, clearly label the spines to find frequently used information in a flash. Lots of labels to print — no worries, it has thermal printing so there is no expensive toner and ink to purchase!
- Create professional looking name badges for meetings or visitors. Print individually or up to 71 labels per minute!
- Use this labeler right at your desk for printing postage, quick and easy. No running across the office or extra costs involved. It connects to your computer, easy software (PC & Mac) installed, type and print.
- Don’t waste time putting blank CD’s/DVD’s into the computer to check what’s on them, rather, create CD labels promptly with all the information you need right on the label.
- Is your storage area a maze? Purchase plastic stacking containers and label them with details of the contents. No more searching for days in a cluttered space.
- Scouring that pile of cords for the right connection? Wrap a label around cords with the name of the gadget they connect to.
- A well marked label on your printer with specific operational instructions will save all the users time and aggravation.
- Are there numbers you repeatedly fax to? Place labels with frequently dialed numbers right on the front of the fax machine.
- The Dymo LabelWriter 450 Twin Turbo installs as an Add-in for Quickbooks, making payroll a snap.
The Dymo LabelWriter 450 Twin Turbo is a little work horse. I’m used to using a battery powered labeler that I type into. I loved the software and the ease of use. Thumbs up for the Dymo LabelWriter 450 Twin Turbo!
Disclosure: This post was sponsored by Dymo. I was asked to blog about ways this product can help you save time in the office. I was compensated and given the Dymo 450 Twin Turbo to evaluate.