Another supplementary filing system that often proves invaluable is the Chronological File (or chrono file)—one that files letters not by subject matter, nor by to whom the letter was sent, but by the date the correspondence was written.
Oftentimes it is easier to remember when a certain letter was written than whether or not it went to the architect or engineer or owner or government agency. All it takes is to make another copy of that letter or correspondence and file it chronologically instead of by subject matter.
This file becomes particularly useful when the project manager or the project engineer can remember roughly when a letter was written but, because the subject matter may have been filed in any one of a number of subject files, can’t remember where it was filed. A quick flip through the chrono file during the time in question should allow for faster retrieval.
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