You were given procedures for setting up current files for pa­pers you are currently working on. Now you will turn your attention to pa­pers that you may want to look at again someday, but that you don’t need to have at your fingertips.

These remaining files will fall into two categories: reference files (keep accessible) and historical files (store where you’ll be able to find them if necessary). Most home office professionals find it useful to subdivide their reference files into two subcategories, current reference and older reference.

Current reference files are different from current files because they are used often, but not on a daily basis. Examples of current reference files in­clude the following:

- Backup documents for current projects

- Client files

- Mailing lists

- Sales materials

Older reference files contain papers from past projects or events. You may refer to these files once or twice a month. Examples of older reference files include the following:

- Articles from magazines

- Competitive information

- Notes from a seminar you attended

- Past client information

As you sort the remaining papers in your office, you will need to start thinking in terms of four file categories.

1. Current

2. Current reference

3. Older reference

4. Historical

Once you get in the habit of thinking this way, all of your filing deci-Slons become much easier.

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