Office filing system: training, course, overview of providers, checklists, questions and answers

Filing trays are used for document management and organization. They are usually stackable, sturdy A4 plastic containers that can be labeled. This allows you to keep your office tidy and quickly find the documents you need when you need them. Alternatively, there are also hanging folders for in drawers or folders.

A well-structured filing system ensures order, clarity and efficient work in the office. Depending on requirements, it can include the following elements:

• Letter trays: Ideal for filing incoming or outgoing mail.
• Letter stand: Practical for quick access to frequently used documents.
• Document cassettes: Provide closed storage space for confidential or sensitive documents.
• Drawer boxes: Facilitate systematic sorting and access to different types of documents.
• Sorting stations: Particularly suitable for daily incoming mail or project documents.
• Magazine racks: Keep catalogs, magazines or loose sheets upright and within easy reach.
• Folder: Classic for structured filing by topic or project.
• Archive solutions: Serve the long-term and legally compliant storage of documents.

A functional filing system can be individually adapted to the requirements in the office and makes a decisive contribution to efficiency in everyday working life.

The structure of an office filing system could look like this:

• Set up basic structure with priority system
• Create folders and storage compartments according to a self-explanatory basic structure
• Complete or bundle small tasks directly
• Desk book as an alternative to paperwork
• Use the recycle bin
• Singletasking instead of multitasking
• Completion of the task through careful filing
• Always leave the workplace with a tidy desk

File storage has the following important criteria:

• Building block principle for folders and subfolders or tables of contents
• Names should always be written according to the same principle (date, name, etc.)
• You should immediately recognize the logic used for filing and implement this uniformly
• Inform colleagues about the logic and filing method or document it somewhere visible

Filing paper in folders has the following advantages:

• Folders can hold a lot of paper
• Filing is clear, permanent and complete
• in clear order
• with registers
• Logic possible through different colors
• Smaller documents or additional brochures can be filed in pockets or DVDs
• Office furniture is designed for the mass of files

But folders are rather bulky and unwieldy and can weigh up to four kilos each.

Trays can prevent stress. Pending tasks can be collected in an inbox until you have time to complete them. However, they will certainly not be forgotten. Everything else can be easily sorted in a filing basket and quickly retrieved when needed. And this saves time. By sorting, you always know what is needed for what purpose and can meet deadlines. It is important for the flow of information in every company and it is also easier for others in the team to find their way around.

The following storage types are available for an office storage compartment:

• Standing shelf
  • Folder
  • Magazine file
  • Archive boxes

• Hanging shelf
  • Suspension files
  • Hanging bags

• Horizontal shelf
  • Transparent sleeves
  • loose-leaf binder
  • File cover

Office filing or additional filing is important because:

• a flawless flow of information is to be guaranteed
• is one of the most important areas of organization in the secretariat to ensure that it functions properly
• to find the required documents quickly and easily
• anyone can find their way around, provided they understand the logic behind the filing system
• then a replacement can be ensured in case of absence
• it is also partly required by law (patient dossiers, data protection law, etc.)

It is difficult to say in general terms whether an office or digital filing cabinet is better. Of course, both have advantages - digital filing requires less space in the office, can be stored multiple times for security, can be reused in software systems and can be accessed from anywhere and distributed quickly (if further away). With physical storage, no additional digitization is required, data security is sometimes easier to organize and faster local distribution is possible. This must therefore be decided according to the circumstances and needs of the company.

The following steps are important for document storage - whether digital or physical:

• Consider a suitable folder structure (as well as subfolders or table of contents) or compartmentalization
• Select a specific folder system: Location, hierarchy, file names, etc.
• Fill new filing system with existing files / documents
• Maximize efficiency, e.g. by eliminating paper documents thanks to digitization and corresponding software programs or by filing documents immediately after use
• Ensure data protection (backups, protection against hacking, locking cabinets or offices)
• Organize and manage access rights to folders (clear and transparent regulation required)
• Regularly check and optimize document management (possibly with professional help)