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This process is often one of the most tedious parts of creating your own office filing system, but it is also one of the most important. You can begin creating different labels for all of the folders that contain files, as well as any containers for large amounts of folders that fall within the same category. Creating an office filing system may sound time-consuming and complicated at first. The hardest part will often be trying to decide where you want all of your files to go. However, once you make all of the tough decisions, it will be easy to organize your work paperwork and maintain an organized office filing system.
Using this method you would organize your files by the location of what the content pertains to. Digitization and maintaining physical files acts as a back up to each other. SnackNation is a healthy office snack delivery service that makes healthy snacking fun, life more productive, and workplaces awesome. This will ensure that your labelling is put to good use and that you will be able to spot the files you need at a moment’s notice. Organizing an office filing system can save you from future headaches from having a messy office.
Your Home Office Organization Can Stop Here
Setting up a home filing system to help organize all of your paperwork is a huge task. It’s hard to know what paperwork you need to keep and what paperwork you can toss. Creating an organized filing system that is easy for you to use will help reduce the paper clutter in your home. We're not just decluttering; we're creating a workspace that will help you be more productive. There's nothing wrong with having the kids' pictures and family photos displayed in your home - but your home office is not the place for them. Stuffing papers in the kitchen drawer or hall closet can be classified as record keeping, but obviously it is not the best system.
You need to keep the contract and payment info on file. Just keep a simple file that's labeled 'Club Memberships'. With all the entities I am looking after, my desk would be cluttered if I didn't do the filing right away.
Plan to organize on a regular basis
Now take everything off your office desk except for items that are absolutely necessary for your work, such as your computer and phone. Put everything you remove from your desktop into the cardboard box. Then insert a plastic organizer tray and put things back into the drawer, using the different sections of the organizer tray to keep things separate and easy to find. You will know where to look for the important documents that you need and know exactly where to store them when they cross your desk. Creating a system for filing your paperwork will bring you peace of mind. This way you will know exactly where to file each piece of paper that crosses your desk.
Negotiable securities or bonds that could be cashed by someone else should always go in the safe deposit box. Keep a list at home of the contents of the safe deposit box. Once the filing system has been created, then it’s time to get to the real work of getting through the pile of paperwork. Sorting the pile into smaller piles will help determine what happens to all the papers that have been collected throughout the office or the house. Some papers will need to be discarded, as they aren’t needed anymore. Out of that group, any paperwork with sensitive information should be shredded so that information doesn’t fall into the wrong hands.
Install a Wall of Cabinets
The only thing is that the magazine holders can get full so you do have to declutter often. In the last few years, tax documents aren’t just physical. I now have digital folders for each tax year too, for the digital side of things. 204 ParkAlthough it sounds counterintuitive, bringing beautiful objects into your office can be a way to organize your space. By surrounding yourself with items you cherish, you're more likely to keep your space free of junk so you can thoroughly enjoy your pieces without the interruption of clutter. That's the idea behind the small shelf in the corner of this office from 204 Park.
Users should have levels of permissions, and ownership should be assigned accordingly. You’ll want to have clarity around document access and editing abilities. Different people should have different access levels, depending on their roles and skills. Your staff should be aware of the upcoming change and know the general guidelines around document sharing, permissions, storage rules, etc. Following standard procedures, and naming conventions should also help when employees start using the new system. Health club, country club, whatever club you belong to that you paid money into...
Which Filing System is the Most Common?
Kerri Christensen is a Cleaning & Organization Specialist and the Owner of Busted Knuckles Cleaning. With more than seven years of cleaning experience, she specializes in helping others make their homes a cleaner place. Kerri holds a Bachelor’s in Human Resources Management and Services from Western International University.
You can categorize by department, organize by chronology or name, or find another system that works for you. When people start using the filing system, they should have set expectations and guidelines for doing so. The rules are to avoid confusion around sharing, to prevent multiple copies being made of the same document, and for file tracking. Come up with a general filing plan before diving into filing software. The whole point to being organized is to relieve stress by bringing your life back under control. Hanging FilesJob files are sorted by numbers and calendar year, kept in a separate filing cabinet.
"It helped me in a class presentation on how to manage files effectively and efficiently in the office." Thanks to all authors for creating a page that has been read 353,503 times. Consider having an "Out" card in each folder for signing out files.
Archiving paperwork is usually done for things that need to be kept but that aren’t frequently needed or accessed. That can include things like birth certificates, marriage licenses, and related kinds of documents. One significant remark about filing I want to point out to you.
But, of course, it would be best if you organized it according to your liking. These days, shelves and metal wall grids are also popular in home offices. We can use these shelves to store stationery supplies or even books. Most of us buy cabinets to increase our storage space, but wall space can also be well utilized. So, if you ever get into a legal dispute, you can readily have all the documentary proof prepared.
You may have to spend some time sorting through papers, materials, and documents to match like items with like, but the essential structure of your files is already there. Check out my post on sorting papers for some quick tips here and read up on paper decluttering tips here. Once you’ve confirmed your final list of files name, you can organize the file names according to your filing system. You can write your list over on the same or separate piece of paper, or use a series of sticky notes to organize items one by one. You can use this point as a final check to make sure the filing system and file names work well with one another. I typed out my categories and then attached them to the paper provided and then added them to the hanging folder.
Moreover, every vital record can be used as a reference in the future. You should keep your contracts with the organization safely at home to decrease the chances of miscommunication and fraudulent activities. It removes the tedious job of searching for a specific file when you are already in a rush. Even though an office setup is where you usually indulge in long work hours, a well-managed home office can increase your productivity.
Be consistent with naming conventions (such as date first or ending a document with the last editor’s initials) and files to make searching and categorizing much simpler. By paralleling your organization systems, you’ll keep things easier. Several software platforms offer some version of offline sync or a desktop app.
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