How to Keep Files Organized in an Office

Lost or misplaced documents can add to a business’s overall cost. It can also lead to compliance issues at the end of the financial year. Organizations should set up a proper filing system and invest in the furniture required for proper storage of documents.

The IDC conducted a global survey in 2012. 1,516 document driven businesses participated in the survey. 75.9% of the respondents reported that their business suffered serious business risk and compliance issues as a direct result of improper document handling (IDC, 2012). According to PricewaterhouseCoopers (PWC), a lost document can cost an organization around £84 on average (The Paperless Project, 2013). This is why proper filing of papers, documents, bills and receipts is important for all organizations. Mentioned below are a few steps that organizations can take to ensure that their documents are properly filed.

Storage Area

Organizations should set up a dedicated storage area for their files and records. This area should be accessible by all employees in the organization. To make things more efficient, organizations should place the copier, fax machine and printer close to the documents. This way an employee will not need to take files out of the storage area to make copies. Documents that need to be added to the files can be sent for printing from the work station and then collected and filed quickly. The area should also be equipped with folding office tables and chairs. The tables can be brought out when an employee needs to review a large amount of documents. If documents do not leave the storage area, there will be fewer instances of them getting misplaced or lost.

Filing Systems

A proper filing system should be followed to keep documents organized. One person should be put in charge of the filing. The filing system being followed should be explained to the rest of the employees and they should be given proper training. This will help them find the documents they need and they will know how to put documents away. If the business has to maintain client records then an alphabetical filing system will work well. A separate folder should be created for each client. If the clients are individuals, then their names should be labeled as last name, followed by first name. The drawers of the file cabinets should also be labeled so that employees know which drawer contains folders starting with what letter. Another option is to organize files by department or processes. For example, organizations can dedicate a drawer for human resource files, financial documents, purchase orders etc.

Other Tips

Organizations should also create monthly folders. Documents that don’t fit into the existing filing system can be placed in these monthly folders. At the end of the year the business can examine the papers in these monthly files. This will help identify any patterns and figure out if a new category needs to be added to the filing system. If sensitive information is stored in the office, organizations should invest in fire document cabinets. This will mitigate the risk of document loss if there is a fire. Employees should also be given in and out trays. This will help them keep their documents organized before they are ready for filing. One organization that provides file storing solutions along with conference room furniture, ergonomic desks and more is AJ Products. More information can be found on their website.