Top Tips For Filing Documents

We’re at the business end of the year and that means that paperwork and files are going to start piling up. Where does it all go and what’s the best way to file all your important documents?

Here are a number of steps that we think will work for any size business.  

Colour Code

Put into practice anything that can make filing that bit easier and usually the simplest method is the best. Colour coding is tried and tested and is an option that everyone will be familiar with. Colour coding will inspire you to sort files into sensible categories, find files quickly, and add some fun to the filing process.

This technique is the perfect way to turn piles of paper into orderly packages that are predictable in the best possible way.

Take a look at all the files you need to sort and establish a few organisational categories. (It may take a few passes to really recognize patterns and outline your categories.)

Assign each category a colour. (Some categories include financial, human resources, contracts, and facilities.)

Explain the system to staff so everyone is aware what each colour is associated with. Turn mountains of information into chunks of easy to understand and identifiable packages.

The Big Divide

What if the mountains of files you are sorting are relevant only to certain departments? Will then it’s time to create a big divide. There is no point having a lovely colour coded system if you are showing irrelevant files to certain departments. If they don’t need it they shouldn’t have to sort through it.

• Create a organization structure based on department Divide the files accordingly.
• Use inhouse knowledge to identify import files per department
• Collect the organized departmental files and add them to your overarching system.

Involving the right people from each department will help you help them as they will now only see the segments that matter to them. Once a divide is created its much easier to maintain, organise and use.

Best Before Date

Look we get it, every file worth filing is important but after a certain period of time has passed then they are irrelevant. Financial records need to be kept for X number of years depending on what your business is you might need to hold onto certain items that bit longer but not every item filed needs to be there indefinitely. Don’t be afraid to set an expiration date on older items that you know will not be needed down the line

• Launch a “throw-away” age for your files—1 year, 5 years, 10 years…or more depending on what your business is will determine this timeframe. If you do feel like you can’t make the leap to throwing them out completely then put them in a yearly archive box with the colour coding and dividers intact.
• Plan your file purge. Create a yearly calendar reminder for December or January where you know you can dedicate time to getting rid of clutter and start the year fresh.

This will ensure that your system will stay intact, operational and easy to follow by all staff members.

So those are just some of the fun and exciting techniques we use here at Low Cost Office. Once you get over the pure euphoria of filing your documents then why don’t you let us know your top filing tips and we can add them to this blog!