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Questions and answers
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)
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
What does an office filing system include?
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.
Office filing tray: What types of trays are there?
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
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