Paper Management & Filing Systems Flashcards

A client receives 50+ pieces of mail weekly and feels overwhelmed. What is the FIRST step a CPO should recommend?

Answer: Create a daily mail-sorting ritual at a designated spot

Establishing a consistent daily sorting habit at a single landing zone prevents paper accumulation and creates a sustainable routine.

Which filing method is BEST suited for clients who remember documents by project rather than by date or alphabet?

Answer: Category/project-based filing

Project-based filing mirrors how the client naturally thinks about their documents, making retrieval more intuitive.

When helping a client set up a tickler file system, how many folders are typically used?

Answer: 43

A standard tickler file uses 43 folders: 31 for days of the month and 12 for months of the year.

A client insists on keeping every paper 'just in case.' Which technique BEST helps them let go of unnecessary documents?

Answer: Ask 'What is the worst that could happen if you can't find this?'

Asking about worst-case consequences helps clients rationally evaluate whether a document's perceived value justifies keeping it.

Which document type should NEVER be stored solely in digital format according to best practices?

Answer: Original birth certificates and vital records

Original vital records (birth certificates, passports, wills) hold legal standing and should be kept as physical originals in a secure location.

In paper management, what does the acronym 'RAFT' stand for?

Answer: Read, Act, File, Toss

RAFT (Read, Act, File, Toss) is a decision-making framework for processing incoming paper quickly and consistently.

A client's home office filing system has grown to 15 drawers over 20 years. The BEST initial approach is to:

Answer: Conduct a file audit to identify active vs. inactive vs. archive files

Auditing files first identifies which categories are actively used, rarely used, or ready to archive, guiding an efficient reorganization plan.