Filing is something that everyone finds dull, but looking for a file that isn’t where it should be is even worse. A great filing system will make sure that everything in your office runs as smoothly as possible and with no delays because somebody couldn’t find an important document. In most cases where finding or storing a file is frustrating, it’s because there isn’t a proper filing system in place, but thankfully it isn’t hard to make sure there is one. Here at Mobile Shelving Direct, we know a thing or two (or 6) about filing so we’ll help you out with a few helpful tips to help you create a filing system that works for your office.
Not every file needs to be together, and not everyone needs access to all files. Having a lot of files together will make finding and storing documents even harder. For this reason, it’s always a good idea to break your files down into distinct categories.
The categories you choose will depend on how your business operates, but some common category types are: by the department who will use the files, by priority, or by the files age.
At this stage the categories don’t need to be too specific. The aim is to have between 5 and 8 categories that probably line up in some way with the departments in your business.
Examples of categories at this stage may be “Clients” or “High Priority Tasks”
Not all documents in a category are the same as each other; often they will be treated differently and passed to different people. Subcategorising allows you to have an even deeper level of categorising that will help your files to be stored and found easily.
By splitting down the main categories you may end up with such categories as “Employee Records”, “Pay Records” that better describe the files that will be in them.
3. Colour Coding
Each of your main categories should be assigned a colour that will help people to identify which files should be where. The colour coding will allow people to recognize the category that the file is from at first glance, and will make sure that files stay where they’re supposed to be. The colours given to each category are up to you but they should be easily memorable.
4. Ongoing Alterations
As long as you are producing files, you’ll need to alter your filing system. As the amount of files you have grows, you’ll need to add categories and subcategories. If you find that one of your subcategories has too many files in, you may need to change it into a main category, or subcategorise it even further.
As your business and the way you use files changes you may even need to re-categorise all of your files. Although this may seem like a huge task it will save your business time in the long run.
Having a consistent filing method is very important in having an effective filing system. If you are switching between categorisations then people will find it difficult to store and find documents. Even if it means a little extra work, make sure your filing system is consistent throughout and this will make your employees lives much easier.
Of course, you can’t have all your files just lying about, no matter how well they’re organised. A good storage system will ensure that all your files have a place and are where they need to be. Here at Mobile Shelving Direct, we have a few storage solutions that might help you out, including a range of mobile storage systems.
Once your filing system is implemented, you can rest easy knowing that your business will be running as smoothly as it can with everyone knowing where to store files and where to find them. If you would like some more information about the storage solutions we can provide, don’t hesitate to contact us on 01444 220 290 and a member of our team will be happy to help.