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File cabinets help keep important documentation protected and organized. Rather than having papers scattered on desks and office chairs, you can keep everything in one convenient location. However, if you don’t take the necessary steps to create a coordinated filing system, your new office furniture won’t be as effective. That’s why you should follow these helpful tips.

How to Keep File Cabinets Organized

1. Before You Get Busy, Think!

Think in terms of how would you refer to the things you’re storing when you go to retrieve them.  If you can’t find it quickly you can  get frustrated and waste time looking for it.  Would you look under a company’s name, a project’s name, perhaps a client’s name?  Does it need its own folder or does it belong with some other documents.This will help you create an efficient filing system.  Then, before you put it away in a folder, consider if it needs to be scanned and stored in an electronic environment too.  Perhaps others will need access or you may be traveling and need it.

1. Purchase Organizing Accessories

The cabinet alone isn’t enough to keep items easily accessible, so use the right supplies. You can find products like hanging folders, labels, and dividers at most office supply stores. They’ll help you create an organizational plan and stick to it.

2. Sort Loose Paperwork

Remove and shred any documentation that doesn’t need to be stored to avoid overfilling the file cabinets. Once you’re left with only the papers that you need to keep, sort them into piles based on your business needs. For example, consider grouping bills, client information, and permanent paperwork separately.

3. File & Label

File CabinetsAfter grouping all of your documents, sort everything into the cabinets based on the groups you’ve already established. While putting them away, use the labels you’ve purchased to clearly track where everything is stored. Use color-coded folders for even easier navigation and file everything in either alphabetical order or chronologically.

4. Add New Files Immediately

No matter how well you organize the cabinets initially, the system won’t remain effective if you fail to maintain it. Add new paperwork as soon as it’s ready to be filed. If you wait, files can get lost or forgotten, and you’ll create more work for yourself later if you have to go back and add numerous documents at once.

5. Schedule Regular Cleanings

At least once a quarter, perform an audit of all of the paperwork in your cabinets. Use this time to either shred documents that are no longer needed or move certain files to a more permanent storage option. This keeps your cabinets free of clutter, ensures the required paperwork remains safe, and keeps future organizing as easy as possible.

 

Following these file cabinet organization tips helps to keep your workstation as neat as possible. Office Furniture Connection in Loveland, OH, and Erlanger, KY, has an excellent selection of cabinets to choose from, whether you need one for your home office or are furnishing a corporate workspace. Their office design specialists will help you find the optimal solutions for your needs. Learn more by calling (513) 984-6620, or browse their inventory online.

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