[Geoserv]

What seems to be the best way to organize file?

I manage a commercial office building and can never seem to keep my desk clear of stacks of paper.

I have POs, Quotes, Leases, Contracts, POs waiting approval and about a dozen different suppliers.

Should be simple but I can't keep my desk clear.

Geoserv.

[Fizz]

I actually have the same problem, but not because of myself. My husband tends to leave a paper trail all over, but here's what I do. Before I sit down at my desk I tidy it up and put everything where it belongs and then when I'm done working at the end of the day, I clear it off again. Sometimes it gets hard since my husband is the mess maker, but I've found if I do it twice a day then I can keep up and keep my desk organized.

[Ricardo]

I have two file cabinets. The active one is in my home office and has files that I'm likely to need from day to day.

The other one is in the storage locker of our condo building and has older files like receipts for past year's income tax returns and files I'm not likely to need again, but still want to keep.

Both of them have shelving units on top of them.

[Fizz]

We aren't lacking file cabinets, we have 3, we do however lack a man that will actually use them.

[Flubb10]

Well. I use desk trays stackers. I find that sometimes they end up being "catch-alls" but they seem to get paper off the floor. I try to go through them every week and put them all in a filing cabinet.

[gsnarayanan]

The best way to organize files:
(1) Make separate file for each activity(subject). and number them.
(2) Have a 'Pending to read' file with suitable number.As soon as a letter is received, it should go in to this file.The read leatters should the be sorted in to (a) Pending to take action (b) No action required. Also wrtie the activity or subject at a convenient place at the bottom of each letter.
(3) Have another file named 'Pending to take action' and file the letters that are yet to be requiring action, in this file.
(4) Other letters are to be filed according to the subject(activity) in the respective file.
(5) Each file can have a front page where you can tabulate the letters that the file contain.You can wrte a small brief about the letter so that at a latter date searching will be very easy.
(6) Each letter after filing should be numbered (at the top right corner), and a back referance page should be mentered at the bottom portion. Similarly, you can enter a forward referance page as and when you get a letter on the subject in future.
Now you arrange the files accoring to the serial number in a shelf. Make a list of file and paste it on the shelf.
Now you relax and take out only the pending file to read file to read your letters and take action on each letter as you are free.
With best wishes,
gsnarayanan

[sacback1]

I would make it as simple as possible. Perhaps stacking trays with each one plainly labeled with what is to go in there. Make a standing arrangement to then file the paperwork weekly or daily, whatever works for you.