How to Create a Filing System for an Office

Creating a filing system for an office makes day-today operations much easier. Depending on the types of files you have, you can quickly create a system using categories or by indexing files by number or alphabetical order. When creating a filing system, it's important to go through all existing paperwork thoroughly. Discard paperwork that's no longer needed, store old paperwork in another area in the office, and leave room for new paperwork as it comes in. After creating an efficient filing system, you should be able to add new to your files quickly and easily.

Things You'll Need

• File folders
• Filing cabinet
• Labels
• Markers

Instructions

1. Create a list of categories for your files. Categories can include:
   Bills
   Receipts
   Invoices
   Client information
   Legal documents
   Now, sort through all paperwork and sort by your categories.

2. Use the categories you created to start filing paperwork. Label file folders with the appropriate category names. Label drawers in your filing cabinet with the category name so files can be easily located.

3. Create an indexing system instead of using category names. Indexes can be numbered or alphabetical depending on the type of paperwork you have. Seasonal, monthly, or quarterly indexes can be created as well.

4. Place files in folders (by date or alphabetical order if necessary) and add new files to your filing system daily to avoid misplacing important documents.

5. Clean out files twice a year and remove files that are no longer needed. Store old files in another area to avoid confusion.

Tips & Warnings

• Maintain your filing system so all important paperwork can be found at any time.

References

• Additional filing system tips
• Additional information