Get Organized Debbie Williams is an organizing strategist and founder of the online organizing forum, OrganizedU.com. She is the author of  "Common Sense Organizing" from Champion Press. Filing Question: My filing cabinet is overflowing at work. Do you have any suggestions for ways to keep files organized outside of a filing cabinet? And how long should you keep work-related files? Kim Answer: Sounds like you suffer from "overstuff-itis"! It's a common ailment among paper managers, but there is a cure. The first thing you want to do is set up a Current or Active Filing System, which will keep those "hot files" within reach and out of the file cabinet. Then you'll file noncurrent files into a more permanent home in the cabinet. Lastly, you'll create a place to put archived or noncurrent files that need to be retained for taxes, clients, and other information. It sounds overwhelming, I know, but it's probably no harder than trying to keep up with the system you are currently using. Let's get started! 1. Working backwards to create space for your new system, purge your bulging file cabinet, keeping files that you will use more than once a year: customers, payables, receivables, proposals, subscriptions, and so forth. These files will vary from industry to industry, but the main thing to remember is to make it easy to find anything (especially if you have others working on projects with you). I recommend that you speak with your company's HR department or accountant to find out what you need to keep and for how long, which will help you figure out what to pull and refile into that Archive File. This will take awhile, but it helps to work from a plan or list of items to keep in your Current File, and which ones to toss into your Archive File. (Cheat sheets are okay during this exercise!) And of course, keep a very large trash can nearby for duplicate files or outdated catalogs and brochures that don't need to be retained. If your files are very large, you may want to literally set up 3 boxes and begin sorting: Current, Archive, and Round File (trash can). Just start quickly scanning the items, drop them into the box, and refile later in this process. Make a mental note to NOT repeat this huge undertaking again, and make a date with yourself to purge your files once or twice a year. For personal files, I tell my clients to purge and update files the first week in January, but for your business files you may need to stick to the fiscal year for consistency's sake. 2. Now that you have your 3 stacks or boxes full of papers and folders, set up your hanging files and manila folders in the file cabinets to house all those customers, pending invoices, catalogs, and so forth. For those important projects you are or need to begin work on, create a Hot File system in a drawer, rolling cart, or on your desktop itself. Use hanging files or an accordion file, and clearly label each folder so you can grab and go those important facts when you're on the phone or headed out the door for a business meeting. Hot files might contain Sales Leads, Past Due Invoices, and Follow Up. Or more generic categories with detailed folders within for: To Do, To Read, To File, etc. This is a personalized system for YOU, so get as detailed or nondetailed as you want to keep it. If you like color, use neon folders to represent various projects, if you're a neat-nik then keep your folder system in a drawer or rolling cart (great when all those drawers are full). If you choose a desktop file system, use as little real estate as possible by storing manila folders in a stair step rack. You can always use pocketed folders, either in traditional manila color or bright colors, for those large files if need be. These take up little space and can be taken with you in your briefcase or down the hall to the conference room. 3. Archived Files are easiest and make you feel great as you toss them into a file storage box, plop on the lid, and label for easy retrieval. Be sure to include those folders rather than dumping loose papers into your box, or it will be nothing more than a giant stack of paperwork and you'll have to start your paper organizing project all over again! This is probably much more information than you need to create a simple filing system at work, but when you're ready to make the system your own and do it right the first time, this is truly the way to go. Otherwise, you're just keeping a few files here, a few there, and important documents are easily lost. Consolidate your files, don't overfill the folders, and make it so easy that a coworker or assistant can find anything in your office in a few minutes. And if you're really creative, make up a quick cheat sheet or index to tuck in the top drawer of your desk or inside the front of the file cabinet so they can quickly learn your new system. Happy filing! Good luck, Debbie Williams Also see: Ask Debbie your questions Recently answered questions Home office organization