Top 5 Techniques For Storing Office Documents

In an office, documents might become a little out of control, especially if individuals are frequently exchanging contracts and notices. Even though we live in a technological age, there are still some situations where paper copies are the only option. So what do we do with all of the pages? To make it simple to locate and manage your workplace documents, we've compiled some advice and methods for filing and preserving them.

Re-Organise Your Workspace

This is the first and most important step to a more organized workplace. Take the time to go through your existing files and documents, and sort out which documents are important enough to be kept on file, and which ones need to be shredded. Any duplicates can be thrown away, and anything you haven’t used in the last 6 months can be put into recycling. Be sure to clear out any drawers and filing cabinets so you can start from scratch and organize a system that works for everyone.

Label Clearly

This is vital to keeping your filing system organized and free of accidental category mixing. Document folders can be labeled in order of topic and purpose. Dates are also good to include within the subcategories. Alphabetically ordering files is another popular way of organizing documents. While organizing things alphabetically is a good idea, many organizers recommend keeping an index of all the document folder names, allowing you to keep track of added categories.

Add A Splash Of Colour

Applying a splash of colour to your filing system can brighten your filing room or cabinet. Make sure the folders and sections are bold, single colours so they’re easily distinguishable from each other. Within each section, you might be able to use similar shades of colour for the subcategories so you don’t run out of colours to use within your filing system. When combined with labelling, colour-coding makes it easy to identify each section.

Sort Out Loose Documents

Some offices have baskets for documents that need to be filed or shredded. In order to keep on top of everything, it’s best to get onto these documents as soon as you can to avoid piling up. Make sure you go through your ‘to-file’ basket carefully and filter out any documents you won’t need in the immediate future, as well as duplicates.

Use Storage Boxes

Documents build up over time and sometimes a filing room isn’t enough to store all your papers. To save room, you might look toward the good old-fashioned archive box. Choose between classic cardboard and the more modern and sleek plastic storage containers. Your filing system can still be applied on a smaller scale to these boxes, just store them horizontally and label them accordingly.