In over 90% of cases where we advise organizations on filing systems, we find that they are organized by topic. This system quickly leads to chaos because outdated documents are not disposed of quickly enough. So why does everyone think to structure their filing system by topic? I believe we have the wrong idea.
Inner images determine our assumptions
Most people associate filing with libraries. They may not even be aware of this. Our inner images determine how we deal with the world. When I think of my file storage as a library, the following things come to mind:
- All documents must be stored. After all, libraries preserve people's knowledge.
- Each document can be assigned to a subject area.
- Each document requires a unique file name and an entry in the central index.
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| Photo by Trnava University on Unsplash |
Have you ever questioned these assumptions?
- Do we really need to keep every document?
- Can all documents be assigned to a specific subject area?
- Do unique file names really help us find documents again?
Are you aware of the consequences? Libraries function because full-time and volunteer staff take care of the books. They sort them, catalog them, and organize them. There are extensive lists of rules for assigning books to subjects. These rules must be studied very carefully. We don't have time for these tasks in our daily work.
A better image: The supermarket
A library is an apt comparison when we want to organize a knowledge base. Many documents that arise during our work are not knowledge documents at all. They only have short-term value.
I find the image of a supermarket to be more fitting. A supermarket isn't meant to preserve knowledge. Instead, it exists to meet needs. You buy food there, perhaps wine, but also toilet paper. The things we buy at the supermarket are things we need every day.
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| Photo by Hanson Lu on Unsplash |
The shared electronic filing system is designed to help us with our daily work. Similar to a supermarket, the system is organized into sections where you can find things. You don't need to know the exact location of an item. It's enough to know that the pasta is probably near the rice. Similarly, the process-oriented filing system is organized according to processes or process groups.
We stock the supermarket shelves according to several principles.
- Similar items are placed in the same area. This makes them easier to find.
- The amount of space an item takes up depends on demand and turnover.
- Higher-value products are usually at a comfortable eye level for the supermarket owner. Cheaper products are placed lower down.
- The nature of the product determines how it is stored. Some items are placed on shelves, some in baskets, and some need to be refrigerated.
- Items intended to be eye-catching (e.g., special offers) are marked accordingly.
- Corkscrews may be displayed next to wine bottles.
We sometimes rearrange the supermarket shelves according to demand or season. However, we must ensure that perishable goods are regularly removed.
The example of the corkscrew illustrates the advantages of process orientation. In a purely object-oriented filing system, the corkscrew would need to be located with the household goods.
This image gives us a different view of the filing system:
- Finding the perfect place is no longer the goal. An approximate location is sufficient.
- The exact designation of the documents themselves is also no longer important.
- Outdated documents must be regularly disposed of.
- Important documents are marked so they can be easily identified.
- The focus is on completing tasks, not topics.
The folder plan for shared storage is similar to the signs on escalators in large department stores.
Perhaps this mental image will help you better understand storage. It may also help you identify and challenge assumptions you weren't previously aware of. This can help us overcome false perfectionism.
(This article was published in German in 2016.)
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