Arguing with a co-worker on how to file. I say most recent in the back, she says most recent in the front. Anyone have an opinion? Is there really a correct way? An online source would be great.

Thanks

Lawyers here always put the most recent document on top of the stack (in a box file) or at the front of the file.

The reason for this practice is a sound one. The most recent letter or document is always the first to be seen. That's the one, the newest one, that the reader is going to be aware of first and the one that they ought to be aware of first.It's at the very front or top,not hidden beneath or behind other documents.Indeed anyone can see at a glance whether there has been any new letter or document since they last looked at the file.If it were at the back they would have to shift paper to discover whether or not that was the case.

Laymen find this annoying because they'd like to read the whole file from top to bottom, front to back, from the beginning.Anyone who has to use the file, on the other hand,knows something of the history and doesn't want to have to hulk papers to reach the most recent developments. They want the latest nearest If it doesn't make sense they have only to go back a short way to pick up the history and make sense of the latest document.If it were at the back or bottom they'd have to shift a lot of paper just to get to that.

Similar reasoning must apply in other businesses and offices.

My reasoning is that by filing in the back, the records stay in chronological order. Is that not sound?

quote:

Originally posted by Kendor:
My reasoning is that by filing in the back, the records stay in chronological order. Is that not sound?

They are in chronological order whether you put the latest at the back or the latest at the front All that matters is that they are in date order.Whether you have January 1st at the front and December 31st at the back or have January 1st at the back and December 31st at the front makes no difference to order.The difference lies in usefulness: earliest at the back, most recent at the front, is much better in practice. People soon get used to it.

The convenience of having the most recent at the front outweighs the fact that the file doesn't then read like a novel where you start on page one, at the front, and work to the back of the book.

The records stay in chronological order regardless of which of the two ways you do it. Oldest to Newest is chronological, as is Newest to Oldest.

What Fred says makes sense, although I also see the logic in Newest in back. To find the newest one only has to look at the page before the next file, not, as Fred says, go through every page in that file. People are used to reading things front to back. Notice how books are laid out. Notice how newspapers are laid out. Notice how this page is laid out.

DG
I don't Know how good your memory is

But do you recall KK having the postings of I think it was this site, in reverse order for a day or 2 in the early days of the site. And Honestly It was Unreadable

Have only seen 1 obsure forum operating in this order.
And I'll bet they are not a well visited Site
As to Filing I also Like the "New at front Old at back" method.
Have we any Office People that can comment on this?

I wouldn't think there is any "best way". I imagine it would depend on the purpose the files serve. If you're keeping a file on a criminal investigation and the murderer has confessed, or the case has been dismissed. what came before ceases to be important. On the other hand, if this is a genealogical file I would expect that you start with your ancestor, Napoleon Bonaparte, and work through the file from earliest to most recent - yourself?

quote:

Originally posted by DorianGreyed:
The records stay in chronological order regardless of which of the two ways you do it. Oldest to Newest is chronological, as is Newest to Oldest.

Newest to oldest is "reverse chronological order." But I'm happy someone agrees with filing my logic.

Reverse What Kind of Order?

I file everything newest to oldest. I would post a site but all methods are a matter of personal preference. There is no "right" way.

I try to make things convenient for me. I write in my address book by first name and not last name. You have to do what works for you.

Frame time certain a of records review to need you if beginning the at start to nicer always it’s. Sense more makes newest to oldest think still I.

quote:

Originally posted by Kendor:
Frame time certain a of records review to need you if beginning the at start to nicer always it’s.

Spoken like a true lawyer

In computer programming one speaks of organizing data as FIFO or LIFO (first in / first out versus last in / first out), depending on the application. A LIFO structure is also known as a stack (in reference to a metaphorical stack of cafeteria trays -- the first one you pop off was the last one pushed on).

Is there in fact a business standard for filing papers -- or does that also depend on the specific application? And who says it has to be chronological?!

Personally I use a large bin where everything is filed under 'P' for paper.

The correct way is the way that makes sense for the person who has to locate the documents later. My personal records at home and at work are organized oldest-to-newest, as new things come in they go to the back of the folder.

quote:

Originally posted by Elexina:
The correct way is the way that makes sense for the person who has to locate the documents later. My personal records at home and at work are organized oldest-to-newest, as new things come in they go to the back of the folder.

Exactly. Thanks lexi!