Taming the Paper Monster

Most folks have their own way of keeping up with paperwork. But as a new indexer, you may be wondering about the types of files indexers need. When I first started, I printed everything off the listservs, 3-hole punched it, and put it all in a 1" binder. Then, I could review them all when I had some time.

Within a short time, that binder was way too small. Then, I moved on to one of those desktop hanging file thingies. It held hanging files, but was about 1/3 to 1/2 the size of a file drawer. Then, I finally moved on to real file cabinets.

Now, some folks feel they don't have room for this stuff. Others feel they can look up the information using the listserv archives.

Then you have people like me. I want a paper copy in my hand that I can take wherever, whenever, on a moment's notice. I do a tremendous amount of "indexer reading" while I wait in my doctor's office, while I'm waiting for red lights, waiting for my husband, and so on.

By printing it out, you don't have to dwell on the material at that moment. And it frees up your e-mailbox by not saving the material so you can read it later.

But what types of file headings would a newbie find useful to help keep control of all this paper? I've compiled a list, but it's certainly not all-inclusive, cast in stone, or an "official" list. Everyone has a method of filing. But, for some (my husband included), filing can be overwhelming. The following list will help make a little sense of your piles of paperwork. You'll find the list is more organized than just plopping everything together without being micro-filed. "Over-filing" is just as bad as under filing. It's even more time consuming, and you still may not remember exactly what heading something went under. I keep most things by general labels.

If it's easier, you can also color code files by:

1. Using plain manilla file folders, but using a colored tab label.
2. Using colored hanging file folders, with simple manilla folders inside.
3. Using colored non-hanging file folders.

There are other ways, too. I like real colorful hanging file folders, with a simple manilla folder containing various topics. I also use the transparent labels, such as Avery, and then run them through my printer, using colored ink to match the hanging folder. Be sure to let them sit without handling for at least an hour or two before handling, or else they smudge! The package says about 10-15 seconds, but that may not be nearly long enough.

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