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File-It Blog

Filing Tips

 by fileit on 24 Apr 2014 |
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Filing can be a painful and stressful task if it is not done in the right way. But, there are a number of filing tips that can keep your workplace much more organised and stress-free. Here are some of our tips to help you create the right filing system:
  • Firstly, choose a system and stick to it. Filing is much easier when there is a consistent system followed. For example, if labeling files, chose a method that suits your needs. This may be, labeling files by client surnames or company names.
  • Divide and order content within files. Don’t just pile all the paper documents into a file otherwise when you return to the file it will be difficult to find anything. Order the documents and divide if necessary to ensure when you need a file it can be found. Also, stick to the same method when dividing within different files.
  • Don’t be too specific. When filing, don’t be so specific that you have an unnecessary amount of files. Only create necessary categories.
  • Don’t accumulate useless documents. Only file documents that are needed. There is no point making files bigger than they need to be – be sure to use the waste bin once in a while!
  • When removing a file from storage, ensure you know where you got the file from and be sure to put it back. To make this process easier, try using an outguide to keep tabs on where the file was taken from and who took it. You can find our outguides here
  • Always ensure that you have a system of filing completed work and separating it from work yet to be completed. Don’t muddle up what needs to be done and what has been done.
  • Once a file is full, start a new one. There is nothing worse then having a file break and losing the order of the documents, or worse the documents itself. If a file is full, start a new one. Our files have a 38mm expansion, roughly a ream of paper. Whilst this may seem a lot, be careful not to overuse files.
  • Keep digital copies of files to ensure that if a file is lost, you still have the important documents for reference.
  • Whilst filing is done everywhere, there is no particular method that will suit all businesses. Chose a method that suits your business the best.
  • Use colours. Colour coding will not only make your files look nice, but more importantly they will help you differentiate from different types of documents. All of our labels are colour coded and can be found here. Below is an example.
  • Don’t buy a low quality filing cabinet that doesn’t cater to your needs properly. Having a filing cabinet that doesn’t open properly or gets stuck is painful. Pick one that is sturdy and strong and suits your needs. Have a look at our filing cabinet packages to find one that fits your needs.
  • Last but certainly not least, ensure that filing occurs on a regular basis to avoid being snowed under! Check from time to time the system is being adhered to and what files are not being used and take necessary steps to make the system easier to use.
Still not sure where to start? Why not drop us a comment below or contact us via email, phone or social media.
T: 1800 002 441


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