If you are planning on organizing your filing system, then the one thing I want you to do above all other things- is create a map of your files. A registry listing each and every file. I follow David Allen’s GTD system which advises an A-Z system. I hated it when I heard it. I was accustomed to filing by association and groups, but now I’m a believer in the A-Z system. I’m a convert. Now, I do break down my files into a few different categories and I store them separately by these categories as well. For instance, I keep all my work files in one file drawer A-Z. I then keep all my personal working files in an A-Z system in a separate cabinet or drawer. I keep this years financial files in their own system. This one is not A-Z. It’s separated based on income, expenses and bills. Last but not least I keep all important financial files in a fire/proof water/proof safe.

The File Map is still the cog that holds the whole system together. I refer to it every time I file and whenever I conduct my weekly review. Sometimes I think, I don’t have a file for that yet, but to my amazement I do. One little trick to keeping the File Map accurate is to make a note of each new file you add. Periodically add those new files to the Map and your system has no holes in it.