Matthew Cornell

Stimulated by Frank's article Fileflag could be a good product over at What's the next action I'd like to share some simple filing tips I've picked up from clients and fellow practitioners. They're all low tech but high value hacks that many have found useful. Please share yours as well!

• The "File bookmark" hack
  
• The "Fold crease" hack
  
• The "Staple, don't clip" hack
  
• The "Unfold before you file" hack
  
• The "Magnetic bookend" hack

The "File bookmark" hack

While I'm all in favor of neat office gadgets like the File Flag, there's an even simpler solution for people who use plain (non-hanging) files. When you pull a file, simply lift up the file behind it a few inches and let the remaining files in front of that one lean back. You'll find they keep the bookmark file up above the rest until you're ready to return the pulled file. When it's time to return the pulled file to its original spot, simply drop it in front of the raised bookmark file, push the bookmark file back down, and close the drawer. Viola!

There are a few limitations, including:

• You can't shut the file drawer while the file is pulled, so this is only good for temporary uses.
  
• Sometimes the bookmark file drops down, esp. if there aren't many files in front of it, or if it's a heavy one.
  
• Sometimes you have to use the A-Z file guide itself if your file is the last in its group.

But for the most part this is an "aha" for clients.

The "Fold crease" hack

Have you ever noticed that set of horizontal creases at the bottom of most file folders? Guess what - they're amazingly useful! When you have a file that's grown to more than a dozen or so pages, it starts to bow outward, messing up your nice filing drawer. Terrible! To fix the problem, simply open the file flat on your desk, choose a crease that will give you enough extra room, fold the crease, and - bingo - neat, expanded file.

Of course if they get too big, you'll have to upgrade to expanding jackets, e.g., something like these.

The "Staple, don't clip" hack

To keep your files as thin as possible, replace paper clips with staples. For thick bundles that you don't want to staple, you might prefer the so-called "ideal clamps" (such as these) rather than paper clips.

The "Unfold before you file" hack

This one is real simple: To keep files thin and make easier future perusals, always unfold any papers before you file them. Also, take them out of the envelope if you feel the need to keep it (staple it to the pages if you like.)

The "Magnetic bookend" hack

If you're a follower of Getting Things Done (and let's face it, it's now the most-hyped productivity book on the planet), you know the reasons why I recommend against hanging files. However, converting a drawer to plain file folders often results in the dreaded "files falling down" problem for drawers that don't have a movable metal plate (AKA "follower block", "compression plate", "spring-loaded backstop", or "back plate"). Very bad. After extensive research (I kid you not), I've discovered the optimal solution (at least for metal drawers) is to use a magnetic 'L-shaped' bookend to hold them up, like this.

If this won't work for you (my last client had nice wooden drawers) you can get creative and find something to prop them up. My default is reams of paper, which can be stacked and oriented different ways to make up the space. You can also use empty boxes, etc.