🔵 Easy 10 minbeginner path
Filing Systems: Alphabetical, Numeric, Digital
A filing system is only useful if the next person can find what you filed. Learn the three main systems and when to use each.
Learning objectives
- Choose alphabetical, numeric, or subject filing appropriately.
- Apply retention policies without hoarding.
Step-by-step
1. Alphabetical
By last name or company name. Best for customer/vendor files. Ignore leading The, A, An.
2. Numeric
Client 1001, 1002 … Assign numbers permanently. Best when confidentiality matters — folder tabs don't reveal identities.
3. Subject / categorical
By topic: HR, Legal, Marketing. Best for internal reference material.
4. Digital mirroring
Digital folder structure should mirror the physical one — muscle memory carries across.
5. Retention
Tax records 7 years, payroll 3–4, contracts life-of-contract + 7. Purge annually with a retention log.
Key takeaways
- Choose alphabetical, numeric, or subject filing appropriately.
- Apply retention policies without hoarding.
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