In a business office setting, it is necessary to have an efficient office filing system. An organized office filing system keeps documents and files properly categorized and efficient for easy retrieval. This is important especially if the company expands and the size of the organization becomes bigger, filing systems become more complicated. This is the main point why at the very begnning, one should start establishing an organized office filing system.
In order to have a more organized and functional office filing system, the basic rule is to keep it as simple as possible. The filing system should be easy and understood by people in the office. To begin, one should determine how and by whom the files are most often retrieved and perused. Documents should properly grouped according to some classification. If you have second thoughts about certain document’s right place in the filing system, seek the advice of co workers as to what category it must belong.
After one is done making the categories, then itâ€™s time to sift the paper that would be filed. Place the documents in the designated file systems. Just remeber to file the final or updated documents or else one would keep on changing the particular designation of a document. Then label the file folders after sorting after you have decided what to file. One can color code it or just write a title on the folder. Then place all the documents into their approriate file folders and put them in order. Filing cabinets or mobile filing systems are good for storing files. It maybe necessary to create subcategories, especially if the file contains many papers which cannot be secured well by the folder anymore. Another thing, do not file duplicates.
To be very sure that the office filing system is really secure and orderly,delegate someone to take charge in keeping track of the files. People who want to retrieve the files must sign their name in a sign out sheet, so the moment another person wants to look at the same file, he or she can track the person who is currently utilizing it. It is a best practice to secure confidential documents in a safe place. Just remember to allow people who are given permission to peruse the confidential documents.
Creating an efficient office filing system is critical to a companyâ€™s work efficiency and output.