There is no need to be an expert organizer to sort your papers properly. In reality, organization is about removing clutter from your space in a way that you prefer. In the end, since you are the person making use of the area, you must discover a method of filing that you can use.
This guide provides step-by-step steps for managing your paperwork, no matter the amount of paperwork you have at the office!
How to Organize Office Paperwork
Step 1: Gather Up the Paper Clutter
Begin by removing all the papers that are cluttering your office. Place them all in a separate box and place them in a drawer during the time you sort through the remainder of your documents. Get rid of or shred documents that no longer have value to your needs or business.
Step 2: Decide on a Filing System
Choose how you would like to organize and arrange the documents. Do you color-code each document or put each category into separate files to make it easier to identify your receipts and documents in the future? This system of filing is likely to become your norm for filing paperwork, so be sure of the method you select.
Step 3: Organize Stored Files to the New Filing System
There are likely to be documents already tucked away during your last organizing day. The documents need to be reorganized to conform to the new system of filing. So, take the time to look through every record and put them in the correct color-coded folder, paint, or cabinet to ensure their safekeeping.
Step 4: Store Scattered Papers in Corresponding Folders
Go back to the papers that you placed in containers earlier. Join files of a similar nature or related to the same work with paper clips, binder clips, and even paperclips. This makes it easier to organize documents together according to their content.
Step 5: Organize Files by Category
Label your folders by the type of files, their date of creation, as well as a short description of the contents. Sort your paperwork into appropriate folders. For example, the bills must be arranged in a folder labeled with a date but separated by year, month, or business period. Utilize the same method to put other documents.
Step 6: Incorporate Files into the New Filing System
Incorporate these newly labeled and categorized folders into your brand-new filing system. Set them up in the appropriate arrangement and make partitions that divide folders according to alphabetical order, year, or according to kind of file.
Step 7: Store All Files in the Filing Cabinet
Put all your organized files in your filing cabinet with silica gel containers to ensure that the documents stay dry, particularly if the office is a bit humid. You should have enough space to keep track of the new files while you work.
How To Keep Your Office Documents Safe and Secure
Tip #1: Keep Documents Dry
Paper documents are prone to pests and mold, particularly when they are kept damp. The humidity of the room could be a threat to the files later since the paper fibers absorb the moisture of the air. Silica gel bags can be placed within your cabinets for filing with your paper files to keep humidity at bay and also to prevent mildew and mold from growing.
Tip #2: Store Digital Files Out of Your Local Drive
Digital documents can’t be kept on your local drive on your personal computer. Important and highly classified files should be stored on external drives or encrypted online storage options. This helps reduce the risk of losing your data in the event of a crash that occurs on your computer. Additionally, it lessens the possibility of hacking because the files are encrypted.
Tip #3: Digitize Files
Today, it is essential to store your documents digitally, especially those that deal with crucial aspects of your business’s operations. These documents, particularly those that contain sensitive information, should be secured and kept in a secure online storage system to shield them from scrutiny.
Tip #4: Use Hanging Files
Hanging files, also known as file folders suspended on an integrated tracking system, make better use of space, as you can put more documents in the storage area. Since hanging files weigh more on the bottom, they are able to store more items and take up less space. These files grow and could be utilized to organize your documents. However, they’re more suitable for an interim storage option rather than a permanent one.
Tip #5: Organize Paperwork on a Standard Filing System
You should have a standard filing system in your office to arrange your files correctly. Without a system like this, there will be many important documents mixed in mail bank statements that are filed with medical records, and so on. A typical filing system permits you to identify the labeling system in order to find your documents.
Don’t Fret the Paperwork
The process of organizing paperwork is just one part of keeping a tidy office. Cleanliness is the most important aspect of productivity. We at Luce Maintenance Group can offer you the most efficient Office cleaning service, which will keep the professional appearance of your workplace!