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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.
You may want to consider one of the small label-making systems that also can print out individual mailing labels. Items that perform double duty are usually a wise investment. Depending on your industry, you may need to keep records to be compliant with state or federal regulations, sometimes for years.
How to Organize an Office Filing System Effectively
As the person on my team who was responsible for all critical team records, that was a deal breaker for me. I guess I just don’t trust all the new technology any further than I can throw it. I hope I can find a balance between paper and scanned records and a method that works for me.
White tape creates the boxes, and dates can be written in erasable ink or pinned with sticky notes. If you want help decluttering and organizing your filing cabinet, I offer professional organizing services and organizing mindset coaching. You can use a label maker if you’d like to create labels, but it’s certainly not necessary. Check around your home or office for existing supplies before purchasing items online or in store. By following the steps I shared in this post you can create and maintain an organized system with ease.
Medical Documents
This article received 12 testimonials and 100% of readers who voted found it helpful, earning it our reader-approved status. What is the name of the cabinet you use for the filing. I”m working with someone on their home office this week so this was timely! For a while, small desktop scanners could be a little wonky, but the kinks have been worked out and it is time to scan what you can. The beauty of a cubby system is that it's naturally neat, symmetrical, and perfectly proportioned. Slide decorative storage baskets into cubbies to hide items small or items that would otherwise look disheveled.
Other people might want files that are based on specific projects, events, or the types of bills contained in them. For a work-at-home situation, the goal is to make sure client files are properly kept, so there isn’t any risk of information being lost or being given to the wrong people. With all of that in mind, a little bit of trial and error may be needed for the filing system. It can take some careful thought and experimenting to ensure that the system being used is the right one for the person choosing it. Even the best office filing system won’t stay organized by itself. It’s best to keep this in mind and plan to do a little bit of work keeping the system organized on a weekly basis.
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This is done so that it is visible to anyone looking at the folder. Doing so allows you to quickly find the files that you need without having to pick up every folder and search through it. Before you can really begin organizing your office, you will need to determine how you will want to get the files you need.
Broad subject categories will allow you to easily add new files as you grow and will eliminate the need to upgrade or reorganize your filing system regularly. Keeping it simple also will make it easier to integrate your paper and digital files as part of your overall document management system. Arranging the rest of the papers into the files in the system that’s been created can help complete the task and make the system work well. Then you can reduce the chances of clutter intruding on your life by handling paperwork as it comes in. That means the paperwork won’t build up, and there won’t be any need to go through big piles of paper in the future. The filing system will keep current and future paperwork organized, and that can provide peace of mind and a less cluttered and distracting environment.
How to Set Up a Home Office Filing System
Law offices are required to keep case files for three years. Accountants and tax prep businesses need to keep tax returns on record for seven years. Construction companies, medical offices, schools, and more all have hefty record-keeping responsibilities. Filing receipts and invoices properly is one of the most important things a small business can do for its financial health. A nonexistent or messy filing system can add days of extra effort at income tax time, and you don't want to miss out on tax deductions because of missing receipts. If you are ever subject to an audit and unable to produce the required documents on time, your claims can be rejected and your tax return re-assessed.
Misc paperwork to post, which I usually process once a week. I also keep most of my small company documents, blog post drafts, and photos I take or download. If you need to cram them in or prefer very few things per folder, maybe stagger them within a short range. Like, 2-3 tabs across instead of staggering them across all available spots. The only change is at the New Year, shred 8 years ago and mark the folder with the New Year. You can think of this process similar to that of laying down the framework for a new house.
You should be able to find what you need without any problems or difficulties. You don’t want to spend 10 minutes locating a file or racking your brain trying to remember the organizing structure of your filing cabinet. In this post, I offer several pointers to make organizing a filing cabinet for your needs oh-so easy. I’m Jenn, welcome to Home by Jenn where I share simple and quick cleaning hacks for an organized home that keeps the busy household running smoothly.
This system will be the lifeblood of your filing cabinet and will be the method by which you will file and store your papers and documents. The best way to organize an office filing system is to decide your organization method first. Once you have done so, you can use file cabinets to safely store each file and folder in their corresponding category to make it easier for you should you need to retrieve them. Make it happen by making sure you’ve got the best digital filing system for your company’s needs and a clear idea of your priorities.
Prevent books on shelves from looking too disorganized by keeping them in order using sturdy and decorative bookends. My biggest challenge is letting my “to file” pile grow to large before tackling. I once discovered I had up to five years of statements filed.
For example, if you find you're word processing from typed copy, get your desk copyholder out of the box and put it back on your desk. Bryce Jorgensen is the Extension Family Resource Management Specialist at NMSU. As a consultant, trainer, author, and speaker, he focuses on achieving individual, relational, and financial wellness for New Mexicans. An expert in the psychology of change, mindset, and behavioral economics, he provides customized programs leading to life and financial success. You want to keep your workspace free of paper clutter – that is your goal. If you have a lot of subcategories – you can use a hanging file with a wide base to accommodate those.
If you have the space and budget, consider bringing in a bank of cabinets to improve your organization. A wall of built-in cabinets in this office by Rookery Design keeps items out of the way. Top cabinets with a countertop for extra workspace, or, head to IKEA for cabinetry that you can customize to fit in your office. Vanessa Francis Interior DesignPin inspiring clippings and random pieces of paper on a board or wall. By using your vertical space, you'll give them a place to live instead of left in a forgotten pile of papers.
Of course as with any organization project, once you have your home filing system up and running, you may have to adjust it to meet your needs. Only you will know what works for you once you get your filing system under way. Hope you enjoy your time here and I would be happy to see your comments on my posts.
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