Please settle a disagreement for us. What is the correct way to put papers in a file cabinet folder? Front of page toward the front of cabinet with left side of the page on top? Or front of page toward the front of cabinet with right side of the page on top? Are there written tips or hints someplace online that would clarify this?

My reply:

###
Thanks for writing. I hate to disappoint you, but unlike spelling or historical dates, there's no one "right" answer. Indeed, because successful organization depends upon customizing systems to the users, there is no more one right way to file than there is one right length to wear your hair.

What I can tell you is what is STANDARD, and it's based on the main file user's "handedness". If one is right-handed, one tends to file papers so that the front LEFT side of the paper is against the crease of the folder, and the front RIGHT side of the paper is toward the labeled tab of the file folder.

This is done because the typical usage is to remove a folder from the file cabinet, and turn the folder so that the creased "binding" (like a book binding) is to the left and the open part of the file is to the right, such that the back of the folder (the tabbed portion) is away from you, with the un-tabbed "front" portion toward you (with the contents of the folder in between). You then treat the folder as you would a magazine or book, opening and turning first the folder (like a book cover) and then each consecutive page.

Conversely, if one is left-handed, one tends to file with the front right side of the paper against the crease of the folder and the front left towards the labeled tab. They remove the folder from the filing cabinet, turn the folder so that the tabbed "back" portion is to the rear, the crease is to the right and the open portion is to the left--as if they were reading a book back to front (or reading a book written in Hebrew).

The right-handed (book-style) version is the most common simply because in most cultures, and certainly in Western cultures (where the use of tabbed manila file folders began), most people are right-handed. Left-handed people generally find the leftie-version easier, as they are more easily able to turn the pages in the folder with their dominant hands. (People who grew up with left-handed parents, or who learned basic office skills under someone left-handed, may also be more comfortable with the alternate style, simply because it was how they learned to file.)
###

Depending on your experience and background, the foregoing either seems obvious or revelatory. To many, the use of file folders is a complete mystery.

For example, I had a military client who had never seen hanging folders in use prior to being transferred to a position where he was left was completely on his own to set up in an empty office with an empty desk. He had a box of file folders, a box of hanging folders and no examples of how they were to be used. He put the hanging folders on a shelf and used the hanging file drawers and filing cabinets to store lunch, foldable elements of his uniforms, office supplies…and everything except his files.

Eventually, someone mentioned to him that hanging folders are to be used to divide categories. For example, he was told, a hanging folder for "pending promotions" would contain individual manila folders for each staff member up for review. He mastered labeling the manila folder tabs, but did not notice the plastic tabs and label inserts provided with hanging folders, and since he'd never seen hanging folders, he didn't know to look for them.

His solution? He peeled off small strips of duct tape, affixed them to the "front" of hanging folders (widthwise, parallel to the hanging bars), and used a sharpie to write the category label on the duct tape. He then put in the interior manila folders in the hanging folders…which he then stacked in piles atop his desk and around his office.

When we first met, I asked if it weren't hard to see the "labels", given that they were on the front of each of the folders, instead of on tabs on vertically arrayed folders—I pointed out he couldn't see any label except whichever was on top of the pile. He agreed, but grabbed a pile, turned it vertically, and showed me he still could not see the duct tape, so "without bookends, how can I keep the folders from falling over"?

This was a very smart, extremely skilled man who had literally never been exposed to basic office skills, and had never seen hanging folders used. After a brief lesson, his prior file hierarchy (or lack thereof) was replaced, and he merely needed to relocate his lunch elsewhere.

We all have our areas of expertise and areas where we need extra help at things that are obvious to others. I'm a 22 year veteran at using computers, but cannot program -- my knowledge of HTML extends to being able to make paragraph breaks and hot links, so I seek out someone who knows more than I do about those issues.

I'd love to use these Tuesday post as an opportunity to answer questions and/or brainstorm about issues that have puzzled you in the organizing area. We can talk about tangible clutter, time management, motivation, helpful resources…whatever you like. Please feel free to post (or email) your own organizing mysteries or problems you'd like to discuss in these the Organizing Tuesday posts.

--
Julie Bestry, Certified Professional Organizer®
Best Results Organizing
"Don't apologize. Organize!"
organize@juliebestry.com
Visit http://www.juliebestry.com to save time and money, reduce stress and increase your productivity

Private Reply to Julie Bestry (new win)