My office has a File Gremlin. We’re all convinced of it. Whenever we go looking for a file it’s never where we expect it. We use the standard OUT cards and those who take files out of the drawer are diligent about putting one in place of the file. What I can’t understand is that every file taken out of the drawer is out to ME! So I am now completely convinced the File Gremlin is my Evil Twin also named Sue.
The next question is how do we catch it? Does anyone have a good gremlin trap?
I have approximately 1000 files to get things into or add to the collection of files. Several of them take up a whole drawer by themselves and are several years old but because they are active files I can’t just send them to storage or archiving and so we have 10+ years of “stuff” from each agency. One such provider file is a whole drawer by itself. Recently there have been discussions on how to cram more into the cabinets we have since there’s no more space for more cabinets! The brilliant brainstorm I came up with is to take that old historic data and put it into 3 ring binders on top of the cabinets and only keep the most current in the drawer. For several of the largest files that will free 2/3 to 3/4 of a drawer leaving space for more providers and future expansion. I can think of at least 3 files that are that large!
It will be a lot of work but in the long run we will have the space so desperately needed for more files!
This original idea didn’t happen because the division decided that it was OK to box up the old stuff and send it to off site storage! For the last 6 months we’ve been converting files to a new Blue Folder system that has a current, complete application in it and the older stuff is starting to be boxed for moving out! One way or another the older paperwork that is not needed for daily work will leave the cabinets. Most exciting is to finally get ALL the files in alphabetical order as the movers in 2009 could not alphabetize to save their lives!