PAPERmaking! g FROM THE PUBLISHERS OF PAPER TECHNOLOGY ® Volume 8, Number 2, 2022
How to organize documents The following steps can guide you in sorting, categorizing and storing your physical paperwork and help you design an effective filing system: 1. Separate documents by type. 2. Use chronological and alphabetical order. 3. Organize the filing space. 4. Color-code your filing system. 5. Label your filing system. 6. Dispose of unnecessary documents. 7. Digitize files. Let’s explore each of these steps in more detail so you can apply this simple organization syste m in your own workplace. 1. Separate documents by type Sort your physical documents into categories such as reports, client documents or billing invoices. You can further separate each category into levels of subtypes. For example, you can sort client documents based on each client before organizing a single client’s documents into reports, correspondence and more. This layered sorting strategy can help you identify what documents to keep and organize for easy access. If you find documents that do not fit into a major category, make a miscellaneous stack along with a pile of documents you intend to shred or recycle. It is also wise to make a stack of documents that you want to convert into digital files. Starting with a simple survey and categorization of your documents can help initiate the filing process. 2. Use chronological and alphabetical order Some documents are time-stamped and dated to keep track of activities and decisions within the organization. Once separated by type and subtype, consider sorting each document in chronological order, if applicable. For example, if you sort your documents by client, consider placing dated documents in order from newest to oldest so the most recent documents are in front. You can also order the documents from oldest to newest if you would rather see the client's full history to date. You can organize undated documents by importance or by how frequently you use them. Finally, consider alphabetizing your documents before placing them into your filing space. You can alphabetize by client name or by major categories like invoices or reports. Whichever method you choose, make sure that you select a system that feels natural and fits within your current workflow. 3. Organize your filing space Filing cabinets and drawers can offer customizable storage space. Use file folders to store groups of documents based on their type and subtype. You can continue using chronological or alphabetical order when placing folders into cabinets or drawers. For example, you can sort alphabetically by client name or chronologically by the most recent client you acquired. Storing paperwork away from your workspace helps keep your desk clear for you to complete tasks more efficiently. Consider investing in a file shelf to place on your desk to organize documents you review or access regularly, such as forms you fill out every day. Each shelf can be assigned a specific type or subtype to maintain categorization. You can also use the shelf to streamline your filing process as you receive new documents. Separate new files into a few major categories, and place them on the appropriate shelf. This method can make it easier when you file them away later. 4. Color-code your filing system Visual markers, such as colored tabs, can save you time when browsing for documents. You can use different colored folders for your various types and subtypes of documents. Some folders include label tabs
Article 9 – Filing & Paperwork
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