Are you having difficulties with a filing system you’ve created at work or home?

Do you want some tips to help you uncover whether your filing system is working properly…or not?

You could have a paper filing system in your cabinet at home or a massive collection of digital files in your computer at the office.

No matter the situation, sometimes you need to take a step back and find out where things are going wrong.

In this post, you’ll find a few common problems that people often face when it comes to filing systems.

Keep an eye out for duplicates.

Two manila folders…with the same company name?

How about two copies of invoice payments…with different payments listed?

Whenever you start seeing double in a filing system, it’s a sure sign that something is amiss.

Now, this isn’t to say that duplicates are a bad thing, but they can really hinder your efforts to keep good records.

Duplicates of statements, reports, or files, can create more work for you when it comes to filing items, as well as causing confusion when you’re trying to reconcile accounts, for example.

So, the next time you think you see two of something, take a couple of moments to confirm your suspicions.

Shred and recycle the duplicates post-haste.

Search for confusing or misleading file names.

A file name should be relatively straightforward and easily recognized.

Why? Well, you want to be able to quickly understand what’s located inside of it.

Strange abbreviations, slang terms, and cryptic notations, probably won’t help you locate that must-have bank file in a pinch.

Stick to clear, and simple terminology, such as “Electricity Bill,” or “Car Loan.”

Above all, avoid setting up a miscellaneous file, as it will be even more difficult to figure out what’s located, or what should belong in the folder.

Miscellaneous items are miscellaneous items, after all!

Make sure files are located in the correct cabinet, drawer, or folder.

The whole concept of filing away information is so that you can easily find what you need, when you need it.

When files are accidentally misfiled, they can cause quite a panic.

It can be a frustrating experience! You know the information is floating around, but you just don’t know where.

Should you have trouble with finding or locating your files, it might be worth doing a quick review to make sure items are correctly in their place.

Comb through your files, one by one, to see what folders are present, and which are missing.

If things are amiss, put folders back into their proper places. 

How about you? Have you ever located a problem in a filing system? What first tipped you off that something wasn’t quite right? What did you do to correct things? Join the conversation and leave a comment below!