5 Tips For Organised Filing

Do you have a mounting pile of documents on your desk that you know you have to file, but simply don’t know how? Keeping your office managed and organised is the key to always being able to be productive. A tidy office can lead to a tidy mind after all.

But filing is often a daunting task. Open any office supplies website and you’ll be inundated with the variety of filing available. Ring binders, lever arch files, suspensions files, expanding wallets, document files, pocket files, box files and the list carries on. So how do you get an efficient filing system that works for you?

We’ve put together five tips that will help you to keep your files under control as well as being organised and manageable.

1)    Only Keep Documents You Need

It can be very easy to fall into the trap of keeping every single document you print out or receive. You may worry that you’ll come to need it in the future after all. But if we’re being honest, how many times do you actually need or use the documents that you keep?

This can result in complicated filing systems that are full of unnecessary documents that take up too much storage space. Go through your existing filing and remove any documents that you know are completely unnecessary. Then go through the documents you have to file and remove anything that you think you don’t need. This will keep your filing stream lined.

2)    Shred Your Unnecessary Documents

Once you have decided to weed out your filing to only have useful documents remaining, you will then be left with the problem of what to do with the unnecessary documents. We would advise to shred these, even if you don’t think there is any need to shred them.

You never know what might be deemed proprietary information to your business or contain confidential information. As such, it is best to invest in a good shredder that will shred documents to an acceptable level to help prevent them from being pieced back together.

3)    Colour Code

Filing methods are often available in a variety of colours from solid colours to metallic colours. Colour is a great memory retention tool and associating certain topics with colour will help to reduce the amount of time you spend searching for your topic.

Once you’re used to your colour coded system, you will hopefully make less mistakes. It also has the added benefit of bringing a touch of brightness to your filing!

4)    Organise Into Easy To Reference Topics

While colour coding is ideal for instantly finding the topic that you need, it is also important to make sure that you create topics that are relevant and easy to reference. Topics should be large enough to cover a broad area but also small enough that your filing will not be overwhelmed with too many documents.

For example, in a large business that deals with selling products, it may not be ideal to simply have a file labelled ‘Invoices’ as this will probably get far too large. Instead, have multiple files that are dedicated to certain types of invoices such as ‘SME Invoices’, ‘Large Business Invoices’ and so forth.

5)    Get The Filing You Need

As we discussed before, there are many kinds of items available. What is important is that you evaluate the space available in your office and decide which type of filing would suit you best. If you have plenty of shelving available then perhaps a ring binder or lever arch file system will be most suitable.

Alternatively, if there is space available then you may wish to invest in a filing cabinet. This will allow you to file specifically by name or number if necessary, ideal for environments dealing with lots of customers. There is a range of filing cabinets available on OPInfo in a variety of styles and sizes, so there’s guaranteed to be something to meet your needs.

Do You Have Any Tips?

Do you have any more useful filing tips that we’ve missed? Everyone’s filing system will be unique and there can always be a way to be more efficient with your filing. Why not let us know what your best filing tips are?

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Sarah Jubb

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