Published on August 11th, 2016 | by Michelle Roper-Shaw
Create a Filing System Built to Last
Whilst running a paperless office may appear on some organisations’ wish lists, in reality for most it is not a feasible option. Legal practices, insurance brokers, accountancy firms and other financial institutions still rely heavily on paper based filing systems and long term storage solutions.
In the digital age, we can locate documents and folders in an instant on our PCs, laptops and smartphones. However, keeping on top of our paper filing is a task we tend to put to the back of our minds, as it is time consuming and if ignored for too long, overwhelming. Important letters, files and other documents can be mislaid, hidden at the bottom of our in-tray, or filed away incorrectly more often than we would care to admit to.
Even if you believe your filing system is well organised and efficient, it is always worth reviewing it occasionally to ensure it still meets your businesses’ requirements. Here at the Post Office Shop we stock the extensive Guildhall range of recycled and recyclable manilla folders and wallets. Guaranteed for 50 years, they are suitable for any filing system and for long-term storage.
Top Five Tips to Create a Filing System Built to Last
Invest in High Quality Document Wallets and Folders
In creating an effective filing system, not only do you need to manage your documents effectively, you also need to invest in high quality files and folders. Durability is essential, particularly with files used on a daily basis.
Guildhall is a brand favoured by legal and professional services for their high quality construction. Manufactured using heavyweight recycled and recyclable manilla, their range includes a wide range of document storage solutions including Double Pocket Legal Wallets and Full Flap Pocket Wallets. Blue Angel certified; the range is environmentally friendly and from sustainable sources.
Be Consistent with Naming Conventions
When naming your files make sure you have a process in place to ensure consistency. You may organise your files via several methods: alphabetically, numerically, geographically, chronologically or by subject. Once you have decided on a method stick with it. When one method is incorporated with another, the potential to misplace or lose important files increases.
Don’t Overfill Your Folders
It is all too easy to keep piling papers in one folder until it is fit to burst. Using sub folders in the form of Square Cut Folders can help to organise documents relating to the same category particularly within a suspension file system.
Filing and retrieving important files is much easier and quicker if your files are colour coded. Misfiling is less common in colour-coded systems as our brains function better when faced with colour to process information. Guildhall Three Quarter Flap Pocket Wallets come in an array of colours to assist you in the creation of an efficient system.
Review Your Filing System Annually
Check through your filing cabinet at the end of the year or, at an interval in line with your business requirements. Identify any documents and folders that need to be removed and placed into your archives. Remember, with their 50-year guarantee, the Guildhall range of wallets and documents can be moved from filing cabinet to long-term storage effortlessly.