CPO Paper Management & Filing Systems 2 — Questions and Answers
Question 1: A client receives 50+ pieces of mail weekly and feels overwhelmed. What is the FIRST step a CPO should recommend?
- Purchase a new filing cabinet
- Create a daily mail-sorting ritual at a designated spot (Correct answer)
- Scan all incoming mail immediately
- Cancel all paper subscriptions
Correct 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.
Question 2: Which filing method is BEST suited for clients who remember documents by project rather than by date or alphabet?
- Chronological filing
- Alphabetical filing
- Category/project-based filing (Correct answer)
- Numerical filing
Correct answer: Category/project-based filing
Project-based filing mirrors how the client naturally thinks about their documents, making retrieval more intuitive.
Question 3: When helping a client set up a tickler file system, how many folders are typically used?
- 12
- 24
- 31
- 43 (Correct answer)
Correct answer: 43
A standard tickler file uses 43 folders: 31 for days of the month and 12 for months of the year.
Question 4: A client insists on keeping every paper 'just in case.' Which technique BEST helps them let go of unnecessary documents?
- Force them to shred everything older than one year
- Ask 'What is the worst that could happen if you can't find this?' (Correct answer)
- Store all papers in archive boxes off-site
- Avoid discussing paper during the organizing session
Correct 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.
Question 5: Which document type should NEVER be stored solely in digital format according to best practices?
- Utility bills
- Original birth certificates and vital records (Correct answer)
- Magazine subscriptions
- Grocery receipts
Correct 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.
Question 6: In paper management, what does the acronym 'RAFT' stand for?
- Recycle, Archive, File, Toss
- Read, Act, File, Toss (Correct answer)
- Review, Assess, Forward, Trash
- Retain, Archive, Flag, Transfer
Correct answer: Read, Act, File, Toss
RAFT (Read, Act, File, Toss) is a decision-making framework for processing incoming paper quickly and consistently.
Question 7: A client's home office filing system has grown to 15 drawers over 20 years. The BEST initial approach is to:
- Purge all files older than 7 years immediately
- Conduct a file audit to identify active vs. inactive vs. archive files (Correct answer)
- Buy a new cabinet and start fresh
- Digitize every document before touching the physical files
Correct 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.
CPO Paper Management & Filing Systems 2
A client receives 50+ pieces of mail weekly and feels overwhelmed.
What is the FIRST step a CPO should recommend?