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More Productive |
Now that you understand the simple principals behind Easy2File, let's talk about:
As the number of your files continues to grow in Easy2File, your system
becomes increasingly more valuable to you, containing ever increasing
amounts of information.
When you search on one word, you may find many file descriptions that
contain that word. This is a major advantage of the Easy2File technology.
As you read down the list of file descriptions, you will find other files that contain additional information that you might not have even considered when doing your initial search, but which you may find very valuable.
It is fair to say that all of us forget
a lot of what we have filed away and unless it is brought to our attention,
we would never have thought of it. Easy2File brings it to our attention
by the nature of its design. As a result, we find more information to help
us make decisions and lead our lives more successfully.
The main disadvantage of traditional filing systems is that human beings don't do things consistently. And different humans have different ideas about where something should be filed. An executive may decide something should be filed under a classification like Market Research but his assistant, looking at exactly the same material, will decide it should be filed under News Articles About Competitors or The Denver Post Archives. Thus it is almost impossible for an executive to delegate filing because there is no assurance s/he will ever be able to find the material again. Once someone else has made a decision about where something should be filed, it is basically lost in some massive set of filing cabinets, perhaps never to be located again.
Easy2File changes all of that. With a little training about how to describe material, an assistant can be quickly trained to handle filing responsibilities.
If an executive has some material he especially wants described in some way, he
can write on the top of it in red pencil or some other agreed upon procedure, or
under line some keyword and his assistant can easily include those in the description. He can additionally select a category to assign to it. See below
for discussion of categories in Easy2File.
The implications of this are huge. Now filing is no longer an executive activity and can be delegated to personnel with lower pay grades. The result is that material can now be promptly filed with little effort, low cost and becomes an ever increasing information resource for the organization.
Easy2File can very easily accommodate the filing of physical material included among its paper filing. Each file record includes fields for:
Old fax machines, telephones, parts for computers, excess supplies, sales materials on discontinued products, etc. can be put into filing storage boxes
and described in Easy2File and the number written on the box and stored wherever.
Simply mark the Box field as Y and describe Stored Where.
Thus when someone uses Find for the word Fax, for example, they may find several files
about Operator Manual for Sanyo fax, Old Xerox Fax Machine (stored in box), company policies about faxing, old fax orders, etc.
It is possible to set up and easily add, change and delete a list of categories for use with Easy2File.
Many people use Easy2File without any categories.
However some people and organizations may enjoy using categories in addition to the usual Easy2File way of filing.
For example, let's say an Individual has several hundred files about his family. With more being created almost daily. He would like to keep all of these files together in one physical location in his filing system, so when he FINDS he will
only have to go to one place to retrieve several files at once. Compared to having to retrieve the files from all over his filing system.
This is one of the primary uses for categories.
In this example, you would simply set up a category called Family and tell Easy2File the maximum number of files you might expect for the category. In this case it might be 500. Easy2File reserves a group of 500 numbers for the Family category. In the future, when you add a file and select the Category Family, you will be given the next sequential number from the 500 numbers reserved. When you file your material away, it will be in the same physical location as the other Family category files.
There are other uses for the Category capability but the operation is the same.
The ability to quickly and reliably find previous information is a great asset in making decisions. Without it, you are handicapped to using only your instincts and memory. It is comforting to have historical information and perhaps articles that deal with the question you are considering in the decision process.
Consider for example, a possible lawsuit
from a disgruntled customer or vendor. Your attorney will want all kinds of
information that might aid in your defense. Consider for example, a notice of a tax
audit. In addition to receipts, it might help you to have other evidence supporting
you which would be available from your filing system. Consider for example, a meeting to discuss market planning. All kinds of information could be helpful to you and others which a good filing system should provide.
Whether you are a single individual or a large corporation, we must all be
able to intelligently respond to demands from others for information. And there
is some information that is dear to our hearts that make up our lives, that we want to preserve and to be able to find in the future. Some examples:
The list is almost endless
Simply getting material off your desk, tables, file cabinets, etc. and into your
filing system where it can quickly be found when needed, creates clarity in your
surroundings and sets the mode for productive activity.
Have you ever noticed how much more productive you become once you have straightened
up your desk and work area? Now you can focus on one thing and get it accomplished.
You have the peace of mind of knowing there isn't something else in that stack of
clutter that needs your attention more urgently than what you are working on.
A good filing system can make it easy for you to get rid of most of the clutter that is blocking you and others from reaching their highest levels of production.