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Top 10 Techniques For Storing Office Documents

When people are constantly exchanging notices and contracts, documents can become a bit out of control in an office.

We live in a digital age, but sometimes paper copies are the only way to go.

1. Re-Organise Your Workspace

This is the most important and fundamental step in organizing your workplace. You should take the time to review your files and determine which documents need to be saved and which ones can be thrown out.

Duplicates can be thrown out, and any items that you haven’t used within the last six months can go into recycling. Clear out all filing cabinets and drawers so that you can create a system that is easy to use for everyone.

2. Filing

Filing cabinets are a very popular form of document storage in the office and at home.

Top tip Using broad headings to reduce filing time. To avoid clutter and make it easier to find things, you may want to add subheadings.

You should find a system that works for all of your colleagues. This will prevent misplacement or jumble. Color-coding is an option to make it even simpler. It allows you to add more categorization to your filing system and to divide the documents into broad categories. Several National Storage centers have organized filing for business storage customers.

3. Label clearly

This is essential to ensure that your filing system is organized and does not allow for accidental category mixing. You can label your document folders according to the topic or purpose. You can also include dates within subcategories. Another popular method of organizing documents is alphabetical.

Although it is good to organize things alphabetically, many organizers suggest keeping an index of each document folder name. This will allow you to track additional categories.

4. Add a splash of color

A splash of color can brighten up your filing area or cabinet. You should make sure that the sections and folders are clearly distinguished from one another by using single, bold colors.

You might be able to use the same shades of color for subcategories within each section so that you have a variety of colors to choose from in your filing system. Colour-coding, when combined with labeling makes it easy for each section to be identified.

5. Find Lost Documents

Many offices have folders that hold documents that must be filed or shredded. To avoid pileups, you should get to these documents as soon as possible to ensure that you are on top of things.

You should carefully go through your “to-file” folder and remove any duplicates or documents that you don’t use immediately.

6. Bulky items should be kept together

It’s easier to put bulkier items, such as drawings or plans, in their own section or folder. This makes it easier to find the plans and drawings you have grouped together.

You can organize drawings/plans within the bulkier items section according to the rest of the filing system.

8. Keep your containers safe

We recommend that you store your containers in self-storage units so you can be sure it is taken care of. Space Shop offers small units that can be used to store documents. You can think of it as an extension of your closet. However, you won’t need to worry about clutter and natural disasters that might affect your home.

9. Keep Your System Running

It doesn’t matter if you do it monthly or every six months. You need to go through your files regularly to see what should be kept and what can be thrown out. You will have more space for the most recent files.

Duplicates should not be kept unless absolutely necessary. Keep the original document in your possession, but keep copies of it.

10. Use a digital filing system

We live in an age of technology, so it is inevitable that all your documents will eventually be moved to an online filing system. While you can still keep paper copies, moving to an online filing system will save you a lot of money and time. All documents are in one location and accessible from almost any computer or mobile device.

It is possible for scanning to take some time. Once it is functioning, copies can be shared with anyone who requests them. This is similar to filing paper: scan the document and then sort it to the right category.

There are many local spaces that you can use to store your documents if you don’t have a place. You can choose from thousands of storage options such as storage units Rawdon to find the one that best suits your needs.

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