Let's face it, no matter what the new technology gurus promised with regards to eliminating the need for paper, computers generate more paperwork today than ever before. All businesses from the largest corporation to the small businessperson need to develop quick and effective ways to organise their paper-flow needs.

Everywhere in all business arenas, from top to bottom, including healthcare and government there is no escaping the need to improved filing and storage organising. In order to operate effectively, every functional organisation needs to protect its qualifying factors. Effective filing and storage are more than a need, they are a necessity. It's imperative for greater productivity, higher quality, enhanced cash flow, and the ability to prevail in an unforgiving economy to have an effective filing and storage system in place.

A helpful tool that can change the way we work is the application of time and space in motion. To manage today's economic environment, serious planning needs to go into the application of time and space. It is a basic concept with extremely rewarding benefits when effective systems and solutions are in place.

By analysing current filing and/or storage methods and creating solutions that effect higher density of storage capacity within an area, floor space is reduced. When floor space is reduced, you save money! Why locate your office in a first class, high profile rent district, only to use up unnecessary square footage on storage? By organising information or material so that it is readily accessible, productivity is increased and you save money. A proper system also allows you to get more from your existing space and reduce retrieval time.

To create an excellent filing system, make it logical. A filing system should be logical so there is never any doubt about where you might have filed something. In addition, anyone else using the system should be able to find the documents just as easily as you do.

According to the Duncan Resource Group of North America the easiest way to accomplish this is to: 1. Create main, broad categories (use nouns). Use a unique coloured tab to distinguish the main categories.

2. Subcategorise each main category (as in an outline), keeping like subjects together (alphabetise within categories). Use the A-Z system only when it's a vendor- or client-only file, or something similar.

3. Test your system to see if others can find what they need.

4. Create a simple index, and leave it in front of the file drawer (do this especially if others have to access your files, and they're large reference files).

5. Purge often! STOP KEEPING JUNK! Take the time when a document is in hand to file it immediately. Taking the time out to place a document back into the file will save you minutes maybe even hours, later when you are looking for it again. Having a good filing system makes your environment more productive, functional, and effective.

If storage is problem contact Central Filing Storage system and get itemised quotes. Compare economically the use of off premises filing storage versus the square foot rate you are presently paying. Moreover, the overwhelmed feeling of lack of space and filing disarray will be diminished and replaced with the awesome feeling of knowing exactly where to find all! You can see! You can think! You have room! How invigorating, exciting, stimulating and stress-free! *** Cindy Swan is a Professional Organiser with over 20 years of office administrative managerial experience and a member of the National Association of Professional Organisers.

Cindy Swan answers questions only through the column. Address inquiries to Cindy Swan, PO Box 304 or email her at bermudagolf y ibl.bm.