Hi folks! This was fun, I've picked up quite a few terrific ideas, thanks to
all who responded. I also learned that elementary grades need a different
system (by grade level/ by story book etc) than secondary (more generic
lessons, even if by grade level ?)
Here is a HIT of responses, with names removed (I'm never sure about that:
do folks WANT to be anonymous or WANT to have credit?)
take care.
----- Original Message -----
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My original query:
You've triggered a thought (so I've shifted the subject line):
You mentioned a few files and the ambiguity between them ("was that a
reading promotion or a contest or a curriculum idea or PR??? ")
Would anyone else benefit from learning the titles of other people's
actually useful filing ideas?
For example, what are the most useful categories of files you use? I'd love
to learn from other's experience.
I tend to put all LESSONS in a BINDER with tabs by department. Doesn't
always help me when I'm trying to locate a "style" of lesson rather than the
subject content... how do others keep their lessons organized?
I do have an "advocacy" file, for all those research articles in school
librarianship. Then various files for administrative tasks.
But what of others?
**************************************************
Replies:
The thing that has helped me the most with organizing (while still
keeping items in plain sight) is my "bin" system. The desk in my new
library is MUCH smaller than my old one was. It really does not allow me
to create as many piles as I would like - so the bins have really helped
me out. They are on my desk or on shelves surrounding my desk, so they
are always visible and easily accessibe. Here are the bins that I
maintain:
1. The bin where my current projects go, with the most urgent one at
the front.
2. A bin with all my committe folders in it, plus my portfolio file.
The portfolio folder is where I throw copes of new lessons, faculty
memos, approved conference forms etc - all "stuff" that will remind me
of what I have done over the course of a year. It helps me prepare my
final report to my principal. Once the year end report is done - the
folder gets filed away into the actual file cabinet (better known as the
"dead file morgue".
3. The current budget file. This is where I keep my budget book. I
toss in Purchase order paperwork, packing slips etc. Then every so
often I organize it all into the budget book.
4. The "future" budget bin. This is where I toss catalogs from
reference companies, notes/info about books, supplies, euipment etc.
that I know I want to request during the next budget cycle.
5. My research bin. This is where I toss articles on the various issued
that I am interested in. Articles - LM_NET postings etc.
Other than that, I have a stand up file rack on top of my file cabinet
where I keep my current lesson materials. Materials for each lesson are
kept in plastic, hole-punched packets. When the rack is full, I force
myself to file the packets back into binders. The binders are organized
by subject area.
Every once in awhile, the bins have to be cleared out - but they are
usually good for about 3 years. I use the plastic bins that look
something like laundry baskets and fit on book shelves.
**************************************************
I am at an elementary school and have found that for lessons, I have
different color folders for each grade level. Red -1st grade, Blue - 2nd
etc. If a lesson overlaps grade levels, I just put one copy in each color
folder. Then I have other files for administrative, budget items,
technology, work orders. I have a file called "visting authors" for any one
I find that I might use in the future. Once I have an author at my school
he/she gets their own folder. I also have folders for Children's Book Week
and National Library Week.
**************************************************
These are some of the titles on the files that I use most often:
Beginning of the Year
End of the Year
Christmas
Veteran's Day
Halloween
5th grade Research Projects (4th grade, 6th grade, etc. there is one for
each grade)
Games
Note-taking (lesson ideas)
Bibliography (lesson ideas on teaching students how to cite sources)
Science web sites
Math web sites
Notes to teachers (I keep a copy of everything I give teachers even though
they are also saved on my computer)
Birthday Book Club
Collaboration sheets (I keep a file of the blank sheets I give out each
month and another file of the sheets that are returned by teachers)
The sad part about having all of these files is that I'm just like most of
the others posting on LM_NET - I have a desk full of piles and most of the
items that go in the files listed above, are not filed until the end of
the year. I do access my files throughout the year as needed but, when
I'm done with something, it usually goes into the "to be filed" pile and
is refiled at the end of the year.
**************************************************
What a can of worms -:)
I too use binders: 1 has future lessons by grade level - along with a
general outline for the year; binder 2, also by grade level, has a list of
books read & lessons done with copies of the activities. My daybook is in a
3rd, much smaller binder. At the end of the year...1st binder is almost
empty, & 2nd binder has daybook & lessons for the year - by class/grade &
in chronological order!
Because I try to have my lessons done a week in advance (& don't always
"file" them promptly), I always put a small 'sticky note' on the top copy
with grade & date - makes it much easier to know where the page belongs
when it's time to put it into the "done" binder.
At the beginning of each year I get a bunch of large manilla envelopes
laminated. We cut open the top & I label one for each class. A storybook &
lesson plan, plus copies of the activity go into the envelope. All the
envelopes fit in a box on the corner of my desk & are in the same order
that the classes come in for library. After the lesson - file in the DONE
binder.
Also on my desk are some 'stand up dividers' - generally hold 'pending'
folders - DO: yesterday, immediately, maybe today, sometime this week, in
the next month, before the end of the year, or whenever.
Once papers finally make it off my desk & into the filing cabinet...
-top drawer is 'current year' & contains administrivia stuff.
-2nd drawer has file folders & big manilla envelopes (with lessons
(craft/art) & samples inside, title, grade level & supplies needed listed
on outside) filed by month. This only holds annual events like Thanksgiving
& Remembrance Day.
-3rd drawer is filed by theme...sort of [book parts, bears, bibliography,
Caldecotts, cooperation, Dewey, flowers, friendship...]. Anything that
doesn't fit in the 'by month' drawer gets stuffed in this drawer - with a
descriptive label.
-bottom drawer - book bags, treats, & my purse!
I also try to put specific story pictures & worksheets into a binder -
sorted by author (naturally) - separate binders for picture books & novels
(plus one for series). In the front of each binder I put copies of the
tables of contents from 'professional' resources, note call # on the copy &
write the call # beside the titles that we have [E-AAR]. This helps give me
ideas for future purchases - "classics" we don't have.
Oh yes - that's in another drawer, in my desk- the consideration file & a
budget binder. Along with several folders...social studies, science, etc.
(outcomes listed) so that I can work on ensuring the collection supports
the curriculum. Pending orders are kept in front of the "balance" page, &
filed after it once they're filled. Also in this drawer is a section for
book club orders - completed & in progress.
Then there's a drawer for catalogues (2nd filing cabinet). The previous
teacher-librarian also used a drawer for student work - I've managed to
leave this drawer empty. Instead each student has a folder that is kept (by
class) on a shelf in the library. They put all their library work into the
folder...then periodically clean it out.
Various other binders decorate the shelves in my office - everything from
workshops & Research Quest to Library Programs and cataloguing manuals.
The counter behind my desk is a - sort of - holding area... stuff to mark,
sort, look at, think about, respond to, file or recycle... I'm considering
putting boxes on the counter - one box for each class - then putting the
lessons into individual envelopes (big envelopes) & sorting them by class.
Haven't quite figured out how to file the lessons though...
At the end of every week I try to clean off my desk &/or the counter behind
my desk. I'm not always successful!
**************************************************
Since I'm part time and have been forever, I have piles of stuff at home
and at school.
My research projects are saved on the computer at home. I have paper copies
at school and created files for each grade for research projects and ideas.
I also created files for each grade I did prep for at my last school (K-4)
and had a file for each season, fall, winter, spring. If I had a Christmas
word search I used with grade 4, it was in the winter file for grade 4.
My biggest problem is all the stuff I have for Advocacy. I have different
files everywhere and really have a problem at home with the FSS problem. I
don't like to file stuff away until I've had a chance to read it, so there
it sits on the table or desk or counter. To say I'm behind is a huge
understatement.
**************************************************
My most useful filing idea was to line up six magazine boxes (the kind that
stand upright for filing magazines on the shelf) and put current files in
them. From left to right, they are: Book Orders (books and A/V material that
I think I want to add to my next order or am sure of); Current Projects (in
it right now is the summer reading plan I'm working on for next summer and
the library automation information I'm going to need as soon as our our IT
guy figures out how to get through our firewall to access our Alliance Plus
subscription); Tracking/Pending (orders I'm waiting for, lost/damaged book
paperwork waiting to be paid by student or parent, peple that are calling me
back, etc. - anything where the next move is someone else's); To Read
(library magazines and newsletters and so on, to read while I'm on hold or
waiting for the computer to boot up or download something); To File
(obvious); As Time Allows (projects with no deadline or that haven't gotten
beyond the brainstorming and pre-planning stage - newsletter bits go in
here, too, as well as a folder of things to go to the office to be copied
marked with post-its, a list of things to be laminated, and a list of
on-going projects that my aides are helping me with, like organizing my
posters, sorting out old catalogues, alphabetizing master froms, and so on).
Everything else: catalogues, masters, blank forms, reading promotion ideas,
book club information, lessons, etc go in a two drawer file cabinet near my
elbow. In two more two-drawer cabinets are all my processing & repair
supplies, cleaning supplies, and some inventory (extra rolls of tape, glue,
and so on) Across these three cabinets is a long laminate countertop that
acts as my work table, which we got from the dent-and-scratch area of the
local lumberyard for practically nothing, because it had a few spots of
indelible paint on it.
For long-term storage of previous year's records nad so on, I have a
four-drawer cabinet in the corner of my office in a sort of out-of-the-way
spot. (There's a file drawer in my desk, too, but it's too shallow to put
hanging files in - some genius designed it, apparently, without checking
actual dimensions of things - so I store my personal odds and ends in
there.)
Now, the only piles (usually) on my desk or worktable are catalogues to be
filed when I'm on the phone, a bin of just-arrived magazines to be
processed, and a small stack of today's mail to be sorted, magazines that I
need to look through for something, and other things that need to be done
today. I also have a clipboard on which I keep today's to-do list, bills
that need paid, phone calls that need to be made - anything like that I need
to do today. A list of supplies I will need to order soon hangs on a hook
near my desk, where my aides can add to it as needed. I have in/out trays
and a hot file rack, too, but currently am not using them, since I switched
to the bin idea. I'll probably get rid of them.
I'll tell you, it feels so good to be able to put my hand right on whatever
it is I need now, instead of sifting through fourteen piles of papers and
magazines and other detritus. Now, to get that organized at home this
summer.....
Oh, yeah. I forgot to mention the shelves on the wall over the counter,
which hold a bin of books to be repaired, two printers, books to be
processed, a box of packing supplies, a three-drawer cabinet for supplies,
and 3-ring binders for auxiliary funds paperwork, book orders that have been
sent out, magazine subscription information, automation system information,
equipment manuals and warranties, back copies of School Library Workshop and
Library Sparks (my Teacher-Librarians are at home on my "Places I have been
Published" shelf), catalogues like Demco's that are too heavy for the file
drawer folders, and a small collection of books pertaining to running a
library, putting on an author visit, and so on.
My problem is, my office is only a largish corner of the library, walled off
with two tall metal cabinets and a bookcase. No doors, no way to hide the
cluuer, and a princiapl who is really into the neat, tidy llok. <sigh> So,
it's a constant struglle to keep things looking decent while still getting
stuff done. I clear off my desk every day before I leave, except for one
small stack of stuff to take care of the next day, but setting up and
clearing away does take away from time available to work. However, my
principal is happy with me and that's what counts, I guess.
**************************************************
I put EVERYTHING into notebooks in sheet protectors. Then all I have to do
is flip through to find what I want. Binder labeled: RESEARCH LESSONS is
broken down by grade level, but if I need a certain page that is not at that
grade level, all I
have to do is flip through and find easily where it is.
No more cheap filing cabinets ruining my pages. No more file folders that
are too full and cant get out of the drawer. NICE SHELVES (librarian
remember--I like LOTS of shelves). And at the couple of schools that I did
not have shelves, binders do
fit in filing cabinets. Also, makes it easy when you have two schools to
make 2 binders the same.
**************************************************
JaKay's note prompted me to share. I also use three ring binders, but I
have added heavy plastic storage bags that Velcro closed. In the bags I
place thin paperbacks that I use with particular units. Then I am not going
crazy in late April trying to remember what *logical* place I put April
Rabbits, etc. In the sheet protectors I keep any signs that are posted with
student art work that accompanies a unit.
I *like* my giant binders. :-)
**************************************************
**************************************************
Ok here goes, my filing system. This is way too much info for most I'm sure,
but enjoy it if you like this sort of thing. I've made headings here to
clarify the physical locations of these groups of files, but the headings
don't actually exist anywhere, though doing this exercise has helped me
think of them in clearer terms.
It turns out I am a visual-kinesthetic learner and organizer, and would
prefer everything be transparent so I can see everything all at once (except
that looks bad ;-)
I have active admin files that I'm pretty content with, but then there are
areas I'm not really satisfied with, which I'm hoping to learn how to handle
from you folks! (see Drawer 2 below).
In brief, all of my files fall into these "sections":
A. on my desk:
1. a 'pile' of files- the colour coded ACTIVE admin files.
2. the desktop stand-up file sorter, with the 6 "LESSON PREP" files, and
about 30 files of ALSO ACTIVE files.
3. my desk drawer with QUICK ACCESS files.
B. in the 3 file cabinet drawers:
the PERMANENT FILES (though I like Jaquie's name of "dead file morgue"
;-)
In more detail, these are:
A1. These are the files ON my desk, the most active administrative files.
This system has worked pretty well for me, and I learned some of it from my
years in Insurance 25 years ago, wehre they are masters of filing:
-I have a RED "Today To Do" file. And it is really just things I must do
that day (phone calls etc).
-I have a YELLOW "General To Do" file- the thick one, so all other "must do
that" items are in here. Periodically I do go through it ALL and purge
things I know will never get done.
-I have a GREEN "Abeyance" file: this one has been a really useful one to
'take the load off'- this is where I move things from the TO DO files once
I've "done" something on them but am now **waiting** for something from
someone else... so it's not really MY to do anymore, I'm waiting for THEM to
do something. So it is in "abeyance" until I hear from them. Things like "I
phoned them and left a message so am waiting to hear back" or "I placed that
order now we're waiting for the books/ bill to come in ".
A2: The stand up sorter on my desk.
-I have 6 PURPLE files labelled 'Prep1" Prep 2" and so on, that I use when I
get a new lesson to prep. Once I've done the lesson, I staple it all
together and file it in the 'binder' by department. Works pretty well.
Realistically, the folders get put with bins or carts of books while I'm
prepping and teaching.
-I then have 30 or so other "ALSO ACTIVE" files. These are trickier. Things
like my main "budget" file where I drop in current ideas, the "Principal"
file for communications with the principal, all committees I'm involved in.
I also keep a "who's who" file to drop in notes or samples of who people are
and what they do, 'cause I always forget. But then I forget to look in the
file too haha.
A3. The desk drawer of QUICK ACCESS files.
I have drop in files here for:
supply teacher info
beginning of year stuff to do
end of year stuff to do
commencement stuff to do
personal personel files
B- the 3-drawer file cabinet.
Drawer 1: colour coded files for PUBLISHERS (blue) SUPPLIES/EQUIPMENT
(red) and ONLINE (yellow). These are not catalogues etc. but rather the
active paper work for each company we deal with (receipts orders etc).
Drawer 2: the ALPHA files, the "dead" files, the older files. Includes
"F" for FINANCE, with all the budget files and visa bills, the "staffing"
files for when we used to have staff HAHA. This drawer is a bit
problematic.. I'm always wondering what to do with every new initiative from
the board or the Ministry or just school librarianship in general, or
articles on library or teaching related topics... as Darlene has originally
said :("was that a reading promotion or a contest or a curriculum idea or
PR??? ") I'm secretly hoping someone here will have the secret to unravel
this one! There's always the perenial question: do I file by TOPIC or GROUP
or CHRONOLOGY?
Drawer 3: the 'department' lesson files from the past. Haven't gotten
around to merging these files and the "binders" I now use...
Whew!
too much info I'm sure. Interesting exercise to get my brain to think of the
overall plan.
But organizing can be kind of fun... sort of a drug... so I love those
"re-organizing shows" on TV and know I'll enjoy reading about other filing
systems, especially what works!
**************************************************
Thanks for sharing your idea. Each of us has a different "style" of being
able to find what we filed away. I use a similar idea. I buy the expanding
file folders that fit into a letter-size file. I put the unit title at the
top and file the lessons, books, etc. in the folders. (I usually end up
buying my own books that are favorites to use with units because I don't
want to compete with teachers and kids for the books for my lessons.)
**************************************************
Thanks all,
Lisa J. Dempster, Teacher-Librarian
Monarch Park Collegiate until Jun 2005;
Riverdale Collegiate in Sept. 2005
Toronto Ontario Canada
http://schools.tdsb.on.ca/monarch/
http://schools.tdsb.on.ca/riverdale
jpointer03@hotmail.com
(temporary and changing email just for listservs-
but people --not spam machines-- can always find me
through the website)
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