Any business requires effective filing and storage of paper documentation to operate efficiently. Information about numerous topics, including the business, clients, deals, minutes and more will be often accessed through a filing system. However, filing systems can quickly become messy and unorganised. Here, we list 10 top filing and paper organisation tips so that your day-to-day business operations run smoothly.
- Access
Access is key to any filing system. Who needs to be able to use the filing system and how they gain access should be considered in light of the Data Protection Act. Personal or sensitive information stored insecurely or inappropriately can leave the business or the individuals responsible with serious consequences. Make sure that personal, sensitive, or confidential information in your filing system is secure and inaccessible to others.
- Clear Desk Policy
The point of a filing system becomes null if the documentation isn’t being routinely filed away. The easiest way to avoid this is to implement a clear desk policy. This will ensure that documents are filed away, as well as clearing up workspace to create a clutter-free environment.
- Routine disposal
Much like a clear desk policy, the routine disposal of paper documentation can help keep your filing system from overflowing and becoming muddled. Utilise shredding services to effectively and securely dispose of your paper waste. Check out https://ontimeshred.co.uk/our-services/one-off-shredding/ for what a professional shredding service can offer.
- Organise
Seems obvious, but many filing systems are organised incorrectly and make themselves incredibly difficult to use. Always utilise an organisation system such as alphabetisation so that the filing system can be approached and used methodically.
- Signpost
Signposting different areas of documentation using colours or symbols add another layer of organisation to your filing system. It furthers the ease of use and makes documentation far quicker to spot and use.
- Date in
Date your documentation when it is filed away so you know when it was from.
- Date out
Dating your documentation when it is moved or disposed of aids in complying with data protection laws. Dating each document with a ‘use by’ date for when it is appropriate to be disposed of also prevents mistakes in disposal further down the line.
- Filing infrastructure
Buy filing cabinets and storage cabinets that match your needs. Filing systems lose their effectiveness if related files must be split across different cabinets or have nowhere to go.
- Working documents only
Filing systems should be utilised for working documents. Storage solutions are available for documents that need to be stored, so filing systems should be kept for documents that are worked with only.
- Focus on regularity
Documents that are used regularly should have priority in a filing system. Organised in a way that enables most used documents to be found the easiest maximises the effectiveness of a filing system.
These tips will help your business to create an effective filing system that benefits the day-to-day business operations of your employees.
