Disorder and chaos in document management are sure recipes for business failure. The reason for this is not far-fetched.
One can readily imagine what will happen to an entrepreneur – whether established or still a startup — who can’t find a presentation crucially needed to secure a contract.
The solution to this problem is simply having an effective filing system. Keep in mind that efficient filing management system can enhance accuracy, speed up processes, and ensure proper tracking of critical documents.
This post will give you important insights into effectively setting up a filing system. This way, you can easily access specific files and be aware and updated of the file’s status.
Here is what you should do.
1. Have a plan
This is the first step towards setting up an effective filing system. Your plan should include deciding on the type of filing stationery to use. Expanding file folder is among the top choice of filing stationery in many upwardly-mobile offices today.
They usually come in different sizes and colors and are closed at three ends to ensure that your documents can be moved from place to place without sliding out. They also come in different designs, some of which have other compartments within the parent file folder which you can use as subfiles.
2. Create file categories and subcategories
If you have decided on the type of filing stationery you will use, the next step will be separating your documents into different categories. You can have such groups as Personnel Matters, Business Proposals, or General Office Documents. This will still depend on your type of business.
You can also take it a step further by creating subcategories under each major category. When you have decided on the working template for each group, gradually start filing each document accordingly.
3. Use labels
Labeling your shelves and files is inarguably a helpful strategy to adopt an effective filing system. You should file each folder according to its category. So if one needs any document, they could readily look for the label on the shelf or file. Then, they can go there for a quick sort.
4. Use color codes
This is an effective and also exciting way of filing your documents. You can assign a particular color for each category or even subcategory. By using expanding file folders, almost all the work has been done for you. Thus, unique class of folders comes with different colors which you can use to create a filing system.
With this system, you can easily look for any document and get without spending significant amounts of time. For instance, you can adopt green files for personnel matters. Thus, anyone looking for them will know ‘they’re looking for a green file. They wouldn’t have to bother going to the reds.
In conclusion, for a filing system to be effective, it should be document-safety oriented. The system should allow for proper ventilation and lighting so that apart from being easily traced, the documents are clean and safe at all times.