Storing or archiving information is a critical part of running a business or organizing an office. Any institution, like an individual, can benefit from developing a stable, codified system for storing information on a computer or in a filing cabinet. Using structured storage methods will save you time and desk space.
1.Buy a desk to store documents and files. You will need a storage space that will fit all the documents you need. If you can't afford the latest state-of-the-art document desk, visit thrift stores or use used furniture.
2.Systematize your storage system. You will need to create a standardized procedure for placing and storing documents that all users will follow. Print instructions and hang them in a prominent place so that everyone can find the necessary document.
3.Date all documents you keep. As soon as a new document appears, you should date it by hand or stamp it in the same place. Take the time to write the dates on earlier documents to get everything in order.
4.Buy lots of folders. Divide your documents into projects or subcategories of projects. Over time, you may need to break up projects with a lot of information a bit.
5.Keep current and completed projects in different compartments. If your document storage desk has multiple levels, you can use the top one for ongoing projects and the bottom one for completed projects.
6.Use color to classify files. Folders are sold in a variety of colors. For each project you're working on, buy a different color folder. For example, all financial documents might be in a blue folder, and all design documents might be in a pink folder.
7.Put labels on your folders. Most office folders have plastic labels and writing spaces. Use them to immediately find what you need when you open your document desk.
8.Place new documents at the top. Keep them in chronological order so that old ones are at the back. This will save you time when you need to find a document.
9.Try stacking documents by day of the week. If you have a lot of documents on paper, buy at least seven folders that you can use by day of the week. Put the documents you need throughout the week to highlight what you need for each day.
Put the papers you didn't process today in tomorrow's folder if you need to.
10. Don't use your desk as a place to store documents. Since you have folders with ongoing projects, you should put important documents in them. You will lose fewer papers if they are in the right place.
11. Throw away unnecessary documents. One part of a good filing system is throwing away or shredding unnecessary documents. This way you will reduce the volume of stored documents, and it will be easier for you to find other papers.
12.If your office already uses codes, develop a digital or coded document storage system. This can be a great way to use specific information to store documents more accurately.
13. Consider switching to an electronic storage system if you have few paper documents but many electronic ones. Some documents, such as checks, fade over time, so it's better to keep them electronically.
Go to the next method to learn how to switch to electronic storage.
14. Store all types of documents together. Instead of assigning separate sections to disks, flash drives, folders, and flyers, store all types of documents together if they relate to the same project or subject.