Content

• Steps
• Tips
• Warnings

For the correct organization of work in the office, it is very important to have an effective system of accounting and storage of documents. Regardless of the number of people who have access to documents, the system must be organized in such a way that everyone can find the required document. If the system for recording and storing documents is difficult to use, then you will begin to leave all documents at hand in fear of losing them in the filing cabinet, as a result of which your desk will be littered with piles of papers.

Steps

1. 1 Choose a filing system. Whatever it is, first of all, it must be logical so that you know the exact location of each document. Possible solutions:
   • Alphabetical. This system works best if most of your documents contain the names of clients, patients, or customers.
   • Topic or Categories: Most systems are organized by topic or category, they work great when organized correctly, but very confusing when not properly organized.
   • Numbered / chronological. This system works best for numbered or dated documents such as purchase orders or prescriptions.
2. 2 Use hanging folders in filing cabinets. Hanging folders are non-removable, they act as holders for envelopes that you will take out of the boxes.
3. 3 Sort documents into stacks into categories. If the stack is more than 5 cm high, divide it into subcategories. If the stack is too low, combine it with another stack and rename. The names of the stacks should allow you to easily determine which of them you want to send a particular document.
4. 4 Place each stack in a paper envelope and clearly label. It's best to use centered tabbed folders rather than staggered to give your documents a cleaner look.
5. 5 Place envelopes in hanging folders. For most documents, regular hanging folders will work, but for thick or subcategorized documents, use flat-bottomed folders. You can arrange the folders in any order, but usually an alphabetical system is used for this.
6. 6 Label the hanging folders with the same names as the envelopes. Arrange all plastic tabs on the left side of the folder if you are not using a vertical filing cabinet. In the latter case, with the folders from left to right in an open drawer rather than from the front to the back, place the tabs on the right.
7. 7 Spare folders and envelopes should be folded near the filing cabinet so that you can always quickly add a folder when you have a document in your hands that does not belong to the existing folders. Do not use folders that are too thick or thin. Remember to change folder names when rearranging documents.
8. 8 At the end of the year, remove all the folders, label the new paper folders with the same category names, and place them in the filing cabinets. Go through the old folders to transfer some of the documents you need to the current folders, and send the rest to the archive.

Tips

• You may want to color-coded folders by printing colored tags on your computer to make your file cabinet look more impressive. But when you need to make changes, for example, add one folder, you can get frustrated when you find that you have run out of folders of the right color and have to sign the folder manually. Simplicity is the safest thing.

Warnings

• Never create a stack called "Miscellaneous", otherwise you will never categorize these documents.
• After organizing a filing system, keep order in the filing cabinet. Take time each day to sort and remove documents from your desk. Resist the temptation to place a deep document basket on top of the filing cabinet, otherwise you will fill it up and end up with a messy warehouse.