The file storage system is one of the important aspects in managing a neat office administration. Determine the best file storage system setup so that anyone who has authorization to access the document, whether it's someone else or yourself, can easily find the document you need. An inadequate system makes it difficult for you to handle documents because they are often tucked away or lost so that the workbench is full of piles of files.
Step
Step 1. Determine the file storage system you want to apply
No matter which system you choose, make sure you know where to save each document, for example arranged accordingly:
- Alphabet. This system is best applied when file storage is done by client, patient, or customer name.
- Subject or category. In general, a file storage system organized by subject or category is very useful if managed properly, but can be very confusing if the documents are not organized neatly.
- Number or chronological. This option is best if the document is serialized or dated, such as a purchase invoice or payment receipt.
Step 2. Set up a hanging folder in the file drawer
The hanging folder does not need to be removed from the drawer because it serves as a place to put the Manila cardboard folder. This folder will be included in the hanging folder and retrieved if needed.
Step 3. Sort the documents into stacks by category
When the stack of documents reaches 3-4 cm, separate them into subcategories. Multiple stacks of thin documents can be combined and then define a new category name. Choose a name that makes it easier for you to sort documents.
Step 4. Put each stack in a manila cardboard folder and label it clearly
For a neater look, use a folder that provides a place to write labels in the middle, instead of lined up.
Step 5. Store the manila cardboard folder in the hanging folder
You can use a regular hanging folder to store thin stacks of documents. However, for storing thick stacks of documents or those that are divided into subcategories, use a hanging folder with a square bottom. In this case, the files can be sorted as desired, but the most frequently used order is alphabetical.
Step 6. Label the hanging folder according to the label listed on the manila cardboard folder
Place the plastic label on the far left of the folder, unless you have to insert the folder into the file cabinet in a vertical position so that the folders are placed in order from left to right, not front to back. In this case, place the plastic label on the right.
Step 7. Prepare hanging folders and spare manila cardboard folders so you can add folders if there are documents that can't be grouped into labeled folders
Do not load too many or too few documents in the folder. Consider whether you need to change folder labels and re-sort as documents need to be grouped into new categories.
Step 8. At the end of the year, remove all the folders from the file cabinet, label the new manila cardboard folders according to the category and then put them back in the hanging folders
Check all the files to see if there are documents that need to be combined in the folders that are already available and then save the other documents as archives.
Tips
If you want to make colorful labels, print them using a computer or use another method to make the folder look more attractive. However, when you have to make changes, such as adding a new folder, you may feel confused because you have trouble choosing colors or have to label them by hand. So, use a simple method
Warning
- Do not create miscellaneous categories for documents that cannot be grouped in certain categories because this method makes documents continue to pile up.
- After determining the file storage system, make it a habit to manage documents on a regular basis. Set aside time to save the files on your desk every day. Don't be tempted to put documents in a large basket because the basket will quickly fill up and become a new pile of files.
