Office filing system: training, course, overview of providers, checklists, questions and answers
Filing system: Bring order to your work
Questions and answers
Office filing: How do I organize my office?
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
How do I go about filing documents?
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)
How does file storage work?
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
What are the advantages of paper filing in folders?
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.
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