PAPERmaking! FROM THE PUBLISHERS OF PAPER TECHNOLOGY ® Volume 8, Number 2, 2022
in various colors. With either of these options, you can create a color-coded key to keep track of the color assigned to the document category. 5. Label your filing system Labeling your document categories can help you quickly identify your intended folder. Some folders come with paper to make your own labels. You can either hand-write the labels or print out a sheet of typed labels all at once. You can further optimize your labeling system by using different colored pens or ink that match your color- coded key. Highlighters can also be used on black text to color code the label. Label makers can also allow you to quickly print out single-label stickers. This tool is especially helpful when labeling a filing shelf or cabinet, or if you need to replace current labels with new ones. 6. Dispose of unnecessary documents Creating an organized filing system can help you find ways to reduce the amount of paperwork you store. Recycle documents that are no longer relevant in order to reduce clutter, or shred them for extra security. Consider placing a small recycling can or a dedicated basket for documents you want to shred near your desk. Regularly disposing of unnecessary files and documents can help keep your workspace clean and organized. 7. Digitize files In some cases, it might be more efficient to convert physical documents into digital files stored on your computer. Doing so can make them easily accessible, sendable and reduces clutter. If this is the case, scan paperwork into digital documents for storage in organized folders on your computer. Consider following the same steps you took when creating a physical filing system: 1. Sort by type and subtype. 2. Use chronological and alphabetical order to organize files. 3. Color-code by type and subtype using the file color or flag feature on your operating system. 4. Label documents clearly with type or subtype and document date, if applicable. An efficient document titling system might look like this: “Client ABC_Invoice_Mar2021.” Digitizing files can allow you to quick-search documents on your computer. It also reduces clutter and the need for physical storage space. While creating a system for navigating paperwork can feel overwhelming, you can make steady progress if you follow this process and focus on each step. With an established procedure in place, you can streamline your workflow, reduce stress and increase productivity. Even if you already have an organization system, it is wise to set aside time on a regular basis for upkeep and maintenance, as it is easy for files to build up during busy times.
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Article 9 – Filing & Paperwork
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