systematic ways of organizing the files

1. Organizing Office Files, A Must Do Work www.cheapestofficesupplies.com

2. Everyone is aware that when you have ample number of documents and files and when you need to get organize them in the office, it is a very difficult task. Planning on the filing system and selecting on the types of files, is absolutely depend on the type of business or work you are doing. This will help you in finding the right document whenever you need in future. Once you have files organized in the proper manner, you can maintain that system consistently. www.cheapestofficesupplies.com

3. Below are some systematic ways of organizing the files at the work place. • You need to develop the system of filing. • You can arrange the files which are disarranged by sorting them properly. • Once the files being arranged, you can maintain the system consistently.

4. You need to develop the system of filing. You can organize the files by creating the proper categories. E.g. if you have an office of a lawyer, you can categorize your files by types of cases you handle like administrative, corporate, probate, litigation and others. You can then sub categorized these files. E.g. if you are filing category is the Payment, you can sub categorize by suppliers, vendors, administrative cost, professional cost etc. You can use the color code once you categorize the files. You can either use actual color files or if the documents are many, you can opt for the Storage Box Files with colored stickers on it. Once you are done with arranging files, you can label the files with category and subcategory. E.g. a file will get a label – Payments/ suppliers.

5. You can arrange the files which are disarranged by sorting them properly. Firstly, gather all the documents and material which need to be filed. Separate all the documents and papers into two different categories – “present action” and “filing”. The papers on which you need to work out immediately, can be present action and others in filing. Unfold all the papers by removing them from the envelopes if there are any. If you file all your documents in this manner, all the file folders will fit in the file drawer.

6. Once the files being arranged, you can maintain the system consistently. Start using “TO FILE” basket or tray as the arrival place for the new correspondence or for the newly created paperwork or may be when you are not able to file the documents in the hanging file folder racks. Start allotting the specific time for file work on regular basis. Like e.g., you can spare daily half an hour for filing work. Consistency and repetition are the keys of success. Once you are done with systematic filing work, just make sure that everyone in the office has understand the system of filing work and they are able to access the same way.

7. In this systematic filing work please do not forget to keep theimportant or vital documents at the safe place. Some separate and special location or place is much needed to keep these important documents. Places like safety deposit box in the bank or at your company’s lawyer’s office.