Paper, paper, paper! I am this close to getting the rest of my files digitized with the help of the handy dandy NeatDesk Scanner that Neat Company sent me to review, but before I do, I thought we should revisit organizing your paper files, because there’s nothing wrong with keeping paper copies of things…just as long as you can find what you need when you need it!
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In my former life, file systems were actually my organizing passion (all of you who are organizing junkies like me are nodding your heads, appreciating that I have a passion for this, and the rest of you are shaking your heads wondering if I’m nuts…am I right?).
I realize it’s kind of a mundane thing to be passionate about, but I love the feeling of taking piles of unorganized paper and creating a pretty, easy-to-use file system. I’ve done some consulting for businesses and individuals to help them create file systems to meet their needs, and there’s nothing better than looking at the finished files and seeing what a huge difference getting organized has made!
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Of course, being able to quickly access and find important documents yourself is not the only reason to get organized. While it’s not the most glamorous reason for getting organized, it is important to consider how easily someone else might be able to make sense of all of your files if you were to pass away. Having organized files makes that heartbreaking task just a tiny bit easier by eliminating the frustration of not being able to find what they need.
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Thinking Through Your Needs
Before we get started talking about what I believe are the key ingredients for a file system that works, let’s start with some basic questions:
What’s in Your Files?
- Are your records mostly long-term documents such as mortgage information, rent agreements, etc., or do you have regular daily/weekly/monthly records to add as well?
- Do you have business papers to file? Homeschooling records? Other categories of paperwork?
- What records are you currently saving that maybe you don’t need to? Could you switch to electronic statements for any of your accounts?
Keeping Privacy and Safety in Mind
- Do you have important documents such as birth certificates that should be kept in a fireproof box?
- Do any of your records need to be locked up to keep curious eyes away?
- Who needs access to your files? Do you need separate areas that different people can access?
Considering Space Constraints
- How much space do you have for your files?
- Is your file cabinet stuffed full?
- Can you pull out records from past years and store them somewhere else instead of keeping them in your main file area?
- Would scanning your paperwork and keeping it on the computer rather than in hard copy be worth your time and effort?
- Which records do you tend to refer to most often that you need to keep easily accessible?
Thinking through these questions before you start organizing your files will help you create a system that works by making your records easy to find and access.
Using an Inbox & Outbox
While disorganized records are a huge source of paper clutter, incoming paper that needs to be sorted and paper that is waiting for you to take action is usually a bigger culprit. Creating a file system is important, but so is having a system for paper as it comes into your home, otherwise your file system won’t do you any good.
Here are some strategies for managing incoming paper:
- Sort immediately. Rather than piling mail, school papers, etc. on the counter or desk to deal with later, sort them the minute you walk in the door. Sometimes I’ll even sort in the car since our mailbox is half-a-mile up the road from our house! Immediately toss junk, envelopes and fillers into the recycle bin, and create inboxes for papers that are ready to be filed and those that need action.
- If you can, take care of it right away. If a permission slip needs a signature, sign it right away and stick it right back in the backpack to go back to school. If something needs a stamp to go back in the mailbox, take a minute to get it ready to go rather than setting it aside for later. The touch it once rule works for keeping your home organized, and it works for reducing the amount of paper clutter you deal with too!
- Unsubscribe, unsubscribe, unsubscribe. This rule doesn’t just apply to email; it works for paper clutter as well! Although it takes extra time, make an effort to unsubscribe from catalogs and newsletters and to sign up for do-not-mail lists. Joshua shared a ton of great strategies here for reducing the amount of mail you get.
What to Keep & What to Give Away
Zipper 1893. Before we look at different methods for organizing your records and paperwork, one other issue that becomes an obstacle for many people is knowing which records need to be kept and which can be thrown away.
My general feeling is that we don’t need to keep nearly as much as we think we do. In my house, we no longer keep our monthly utility bills, our weekly pay stubs or even our monthly credit card statements. Yes, it’s absolutely critical that you verify that the information on each one is correct before shredding it and throwing it away, but there really isn’t any reason you need to keep it after that, especially when you can access so much online.
Of course, there are some things you should keep, such as loan agreements, permanent records (such as birth certificates, social security cards, etc.), insurance policies, tax records and so on.
Check out this great article for more detailed guidelines on what records can be thrown away.
Creating a File System
Now, let’s walk through the steps of actually creating a file system that works.
1. Create a Basic Outline
Before you even touch your files, start by creating a basic outline of what records you have and how you want them to be organized.
For example, I have Business Records, Household Records and Homeschooling Records. Those three items will be the top levels of my outline, but I need to go to the next level and create nested categories as well:
I. Household Records
A. Tax Records
B. Vehicle Records
C. Insurance Documents
D. Medical Records
B. Vehicle Records
C. Insurance Documents
D. Medical Records
(This is one reason why it’s important to think through what you need to keep and how you want it organized before you get to this step, although you’ll probably tweak your outline as you go as well!)
2. Create Detailed Sub-Categories
Once you have your basic outline in place, it’s time to think through how you ideally want those records organized to make them easy to find and use. For example, under Medical Records, I want to separate each family member’s records so that I don’t have to sort through them to find what I’m looking for. I can then file new records in the front of the file so that they will be in date order (from newest to oldest) whenever I need them.
![New File Creation 5 9 Full New File Creation 5 9 Full](https://i.etsystatic.com/10986454/r/il/8bc1c9/1129836030/il_794xN.1129836030_5hk0.jpg)
My outline now looks like this:
![Full Full](https://img.gta5-mods.com/q95/images/2016-bmw-m2-add-on-replace-tuning-template/c0f966-1.jpg)
I. Household Records
A. Tax Records
1. 2009
2. 2008
3. 2007
4. 2006
2. 2008
3. 2007
4. 2006
B. Vehicle Records
1. Maintenance and warranties
2. Title, registration and tags
2. Title, registration and tags
C. Insurance Documents
1. Car insurance
2. Canceled policies
3. Heath insurance
4. Home insurance
5. Life insurance
2. Canceled policies
3. Heath insurance
4. Home insurance
5. Life insurance
D. Medical Records
1. Baby Girl #1’s records
2. Baby Girl #2’s records
3. Baby Girl #3’s records
4. Baby Girl #4’s records
5. Mandi’s records
6. Sean’s records
2. Baby Girl #2’s records
3. Baby Girl #3’s records
4. Baby Girl #4’s records
5. Mandi’s records
6. Sean’s records
3. Begin Creating Files for Each Category
Now, here’s where my file systems differ from a lot of other people’s. I never use file folders for my files. Never. Instead, I prefer to use hanging files for all of my files.
The reason I do this is simple: having the hanging file tabs all lined up and/or color-coded makes a file system much, much easier on your eyes and much, much easier to use. I personally think interior file folders are a waste of money, space and resources unless you’re using them for lapbooking!
Instead, I stagger and/or color-code the tabs to define the categories and subcategories, and then I alphabetize them within each category for quick reference.
For example, using my outline from above, I would start by creating tabs for all of the Tax Records and aligning them on the left of my hanging files. Rather than using one hanging file with four file folders inside of it, I prefer to create four separate hanging files labeled 2008, 2009, 2010 and 2011.
Next, I would move on to Vehicle Records. For this category, I would create two tabs: “Maintenance Records” and “Title, Registration and Tags” . Instead of aligning these tabs on the far left of my hanging files, I’d start a few slots over so that they were staggered behind the others.
I always print a copy of my outline and keep it in the front of the file cabinet in a sheet protector, but if you’re worried about not having the master category defined for each grouping, you could simply add it to the tab. For example, “Yukon – Maintenance Records”, “Yukon – Title, Registration and Tags”.
4. Use Color Coding for Different Main Categories
I’ve also used colored tabs in addition to staggering the tabs to differentiate the categories. However, if you have several main categories – such as Household, Business and Homeschooling – that you want to keep in one cabinet, I would reserve your color coding for that purpose. You could buy the colored tabs or simply print your labels on colored paper in order to clearly see which section was devoted to which category.
5. File Your Papers
Once you have your files created, begin transferring your old files over to the new system and sorting unfiled papers. Chances are you will have to add sub-categories along the way, and you may look back and realize that you could have combined some of your sub-categories after all, but that’s okay. The key to a file system that works is being willing to tweak it as necessary. This is actually one reason that I stopped printing my tabs on the printer and choose to handwrite or use the label maker instead. I know that I’m more likely to create a new one when needed if it’s easy to do!
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Even in this day and age of email, online bill pay and blogs, paper clutter overwhelms a lot of families, but taking time to create a file system that works and habits that minimize the clutter really pays off as you no longer sort through piles of papers to find what you need!
How do you organize your paper files?
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Archive Development Kit
Purpose
The purpose of this page is to detail how to define logical path, logical file names, and also physical paths and physical file names required for when you archive application data. When you archive application data, you need to change the names and target directories of the archive files.
Overview
Archived data is stored in archive files in the file system. If an archive file is created by the write program, then it's physical file name is derived from a logical file name. In the same way, the physical path name is derived from a logical path name. The logical file name and the logical path should be maintained to get an appropriate physical file name and physical path name.
Defining a Logical Path Name
First determine the target directory in which you want to create the archive files of a certain archiving object. The physical name of this
directory is stored in a logical path name.
directory is stored in a logical path name.
Call Transaction FILE.
Select 'Logical file path definition'. Select an already existing logical path or select 'New entries' to enter a new logical path.
Now select the option 'Assignment of physical paths to logical path':
Double-click on this line 'Assignment of Physical Paths to Logical Path' in order to select a syntax group. You can also create a new entry for a syntax group if the one your require is not yet available.
Double-click on the appropriate syntax group to branch into it:
Assign a physical path to this logical path. Parameters are available to you that are filled with values during runtime. This enables you to generate
different physical paths from a logical path name. You will get a list of all the available parameters by clicking the 'F1' button while in the 'Physical path' field:
different physical paths from a logical path name. You will get a list of all the available parameters by clicking the 'F1' button while in the 'Physical path' field:
When you assign the physical path to the logical path name, the <FILENAME> symbol must always be at the end of the physical path name. This symbol is replaced during runtime by the physical file name.
Example: You have created a subdirectory called 'archiving' for archive files in the global directory. The physical path name should be defined as follows:
<P=DIR_GLOBAL>/archiving/<FILENAME> (syntax group UNIX)
<P=DIR_GLOBAL>archiving<FILENAME> (syntax group WINDOWS NT)
<P=DIR_GLOBAL>archiving<FILENAME> (syntax group WINDOWS NT)
If your system contains servers from various syntax groups (for example, consisting of NT and UNIX servers), then every syntax group should be maintained. Make sure that the definitions for the different syntax groups point to the same directory.
IMPORTANT: The extension '.ARCHIVE' should not appear at the end of the physical path definition. File name extensions such as '.ARCHIVE' should be
specified in the definition of the physical file name only.
specified in the definition of the physical file name only.
Defining a Logical File Name
After creating the logical path name, you need to create a logical file name. Select the menu option 'Logical File Name Definition, Cross-Client' and an existing Logical file:
You can also create a new entry by selecting 'New Entries' at the top of the screen.
Double-click on the selected Logical file (in this case 'ARCHIVE_DATA_FILE'). This enables you to enter the definition of the physical file name. Both the 'Physical file' and 'Logical path' fields need to be maintained here.
In the 'Logical path' field you need to enter the logical path name that you have already defined to the existing logical file name.
Define the required physical file names in the 'Physical file' field. The available parameters can be seen by clicking the 'F1' key when the cursor is positioned in the field. The parameters chosen for this Physical file field are analyzed and fillled at runtime.
The most commonly used parameters are the following:
<PARAM_1> = Application ID (BC, FI, HR, ..)
<PARAM_2> = One-digit alphanumerical number (0-9, A-Z)
<PARAM_3> = Name of the archiving object
<PARAM_1> = Application ID (BC, FI, HR, ..)
<PARAM_2> = One-digit alphanumerical number (0-9, A-Z)
<PARAM_3> = Name of the archiving object
Parameter <PARAM_2> is increased within an archiving run. with an existing file of the same name would otherwise occur. This parameter should always be part of the physical file name definition in order to avoid running out of available file names. To ensure that you have a large amount of available names for any one archive session, the following entry is recommended in this 'Physical file' field:
<PARAM_1><DATE><TIME>_<PARAM_2>.ARCHIVE .
Assign a Logical File Name to the Archiving Object
The logical file name must now be assigned to the archiving object.
5 Ways To Check For Recently Created Or Modified Files And ..
Go to transaction SARA and enter the name of the archive object and click on 'Customizing' button:
Select 'Technical settings':
CreateFile
Now assign the logical file name to the archive object by entering the appropriate logical file name in the 'Logical file name' field:
Related Documents:
Related SAP Notes/KBAS:
SAP Note 1257638 Input field for logical file name is too short