In a busy office where there’s a lot of things to do, tasks to accomplish; every file and document you receive doesn’t always end up getting stored properly. There will be times (and we hope it’s not always going to be like that) when you’ll misplace them along with other papers you’ve received. Frustrating as it is to lose an important file — it still does happen. For some companies that are already starting to go paperless, this is less of an issue because mostly everything is backed-up or saved on their computer or cloud. But for other companies that rely heavily on paper documents and are not yet practicing this kind of filing system, it will be a problem.
Like any other thing that’s disorganized, you have to find a way to store your files and documents properly in such a way that you can avoid losing and misplacing them. So with that, we give you a list of ideas on how to properly store your files and documents in the office.
1. Develop a File Management System
Before all the organizing and storing, develop a file management practice or system that you can follow through. You have to plan, create, and put it into practice so that you will know what you need in order for the files and documents to be stored. This file management system will help you easily remember, practice and share how to properly store every paper documents and files.
Take note of the ones that should go together. Basically anything that has something to do with the business, you have to sort them out and properly store them. May they be contracts, employee files, receipts, invoices, reports, etc. They all must be stored according to their type and importance.
2. Allot Room for Storage
A good storage space is essential for anything that you want to store, particularly the ones such as office files and documents that need to be kept.
Think in advance, and allow for all your files and documents to have proper storage space by purchasing shelves or cabinets that will help store and accommodate them. A helpful tip is to organize them first in file boxes or dividers, to categorize each one, and afterwards place them according to purpose on the shelf or cabinet.
3. Store Them Where You Can Easily Access Them
One of the reasons why proper storage of files and documents should be done is to make it easy to locate and access them. Your document storage accessibility is important for work efficiency and productivity. It lessens the thinking process of where to find it and increases the ability to process tasks better. Another is, we lose time when we locate files that are not properly stored. When we know where it is, we are able to do it faster.
4. Sort Using Folders
Aside from using shelves, boxes, and cabinets, storing your files and documents will not be complete without using folders. Sort them out by using folders to designate which ones should go together and which ones should be put in another file folder.
Some would prefer plain folders in white or brown, but we suggest that other than those mentioned above, you have them color coded based on their distinguishment and purpose. Try using colors such as red, blue, yellow, orange, pink etc., so that it will be easier to locate or give instructions on which ones to get. For example, blue folders are for contracts and yellow folders are for employee files. The visual pattern and color code will create a mental familiarity order, that helps in memorization. This helps your mind sort and locate better.
5. Put a Label on Them
You have the file management system, storage space, accessibility, and folders. All you have to do now is to label them according to their category. Labeling improves file management, and also makes it easy for you to know what to look for. For a neat presentation of your filing folders, you can print-out the labels. Other than that, you must also be keen in placing them because you don’t want to get a mix-up on any of them.
We know that every office file and documents are important. That’s why proper document storage and file management can help you work with better productivity and efficiency. You just have to develop a proper habit of organizing them with the storage space you have.
Do you need a safe and accessible document storage space? You can contact us today and we can help you with that!
