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Questions and answers
Why is the office filing system important?
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.)
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.
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
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
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