10 Tips For Keeping Your Office Files Organized

Keeping an organized office is an ongoing process, especially as you complete projects, work on new projects and keep up with all the ins and outs of additional daily jobs. Filing is a huge part of most business, and the need for filing. If you set up an organized system, updated forms and keep up with archiving as needed, your work will flow more efficiently. Daily work means a never-ending cycle, so an organized office is a great place to start.

Filing is a big part of most any office, whether it be a medical, insurance, daily correspondence, ongoing projects, accounting, personal, fax copies, incoming mail, research items, reference lists and a multitude of other needed items-all dependent on the need of the office.

Here are some tips to keep your office organized:

1. Develop a consistent naming system for electronic copies so you or anyone in your absence can easily locate files, as needed.

2. Name your documents, spread sheets and presentations something easy to recall for immediate and future reference.

3. Keep a folder for current projects in a convenient place, somewhere you're able to check it daily.

4. Keep a cabinet within reach and set aside time daily for filing anything you need in a hard copy form.

5. Label notebooks, shelves and cabinets so you can quickly and easily access important resources.

6. Maintain a master index, a key to all your computer documents that allows quick access in locating needed files.

7. Purge documents on a regular basis, so information is current and easy to find.

8. Dispose of duplicate information, keeping the final copies only, allowing for room to accommodate new work and projects to be filed.

9. Follow retention guidelines so you'll know how long to keep each file.

10. Date papers so you can quickly determine if they are outdated-keeping the newest/most recent dated pages on top.

These tips can help you keep an organized filing system, both hard copies and electronic formats. With the multitude of paper created by everyone today, it's best to switch over to an electronic system as much as possible. This will both eliminate the excessive need for physical space, as well as help the environment with eliminating over use of paper. When possible recycle purged files to help the environment. And the best part for everyone is less paper equals less hassle equals less stress, and the ability to be more efficient overall.

Article Source: http://EzineArticles.com/?expert=Mandye_Mason

Image Credits: Michal Marcol / FreeDigitalPhotos.net

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