Keeping your office files organized may seem like a monumental task. However, with careful, meticulous planning, you will only have to organize your files once and the rest will be a simple process, put in place during the initial organization phase. When organizing your files, keep in mind that the daily, working files should be easy to find and access. Simplicity is key, as the easier your filing system is to understand, the higher the probability that office employees will keep it neat, clean and in order.
- Select a central location within the office that is easy for employees to access. If customers or clients frequent the office, make sure this location is not near the lobby or sitting area but instead in a copy or designated file room. The files should be kept in a filing cabinet or other type of shelf or drawer that will allow each file to be neatly placed and stored instead of haphazardly stacked on top of one another. Invest in hanging file folders or dividers, if necessary. A central location will ensure that each employee knows where to go to retrieve and replace files. If the file location is in a locked room where only one person has a key, files will often be forgotten or even lost, simply because of the difficulty in tracking down the key.
- If the files represent client's names, put them in alphabetical order by last name. Put a system in place so each file is labeled upon creation with the client or customer's name, labeled with the last name first and first name last (Smith, John). Place a divide between each letter of the alphabet. If your files are case numbers, order them from lowest to highest with dividers between each set. For instance, place a divider between folder numbers 199 and 200, 299 and 300, etc. Breaking up the alphabet or numbers will allow employees to locate the correct section of files quickly instead of searching through the entire cabinet or shelf.
- The most important step in keeping your office files in order is to communicate the process to all employees. Keep a refresher flier posted on or near the files, including a quick step-by-step process on how each file should be labeled and stored. This will ensure that all employees follow the same steps, which will remove any opportunity for one person to invent his own way of filing, which destroys the entire system. Have seasoned employees train newcomers, and keep everyone in check by including a sign-in, sign-out system for the files.
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