Organizing Files for a Business

Organize your business files to achieve maximize efficiency.

In any business, there is bound to be some amount of paperwork to maintain. It is important for a business to be organized to achieve maximum productivity and efficiency. Keeping your business files organized is a big part of that process. Eliminating paper piles and taking the time to develop a filing system to give every piece of paper a designated home will keep your business running smoothly.

With a little bit of time and careful planning, you can have your files set up exactly the way you need them to be.

Things You'll Need

• File cabinets
• File drawer labels
• Expandable hanging files
• Hanging file labels
• Expandable file folders
• Paper clips
• Banker boxes

Instructions

1. Set up your file cabinets by placing expandable hanging files into each file cabinet drawer. Use more hanging files than you think you will need, leaving extras at the back of each drawer to allow for expansion.

2. Sort your business documents into categories based on your specific needs. For example, you might create one pile for all insurance documents and another pile for all tax documents.

3. Create a hanging file label for each category of documents that you have. Use indelible ink and write neatly, or create your labels using a computer or typewriter if you have one available.

4. Attach the labels to the hanging files in alphabetical order by placing the labels into the plastic label holders that come with your expandable hanging files.

5. Sort each category of documents into sub-categories, if necessary. For example, you might sort your insurance documents into sub-categories for health insurance, business insurance and auto insurance.

6. Label an expandable file folder for each sub-category that you have created. Be sure to use indelible ink so your labels will not fade over time. Write clearly to allow for easy identification of your files.

7. Place the documents for each sub-category into the respective labeled file folder. Be sure to arrange the files in a neat stack, and clip together any files that should be kept together. It is also helpful if you place the files into each folder facing in the same direction to keep your files neat and organized.

8. Insert the file folders in alphabet order into the respective hanging files. If you have more file folders than what will fit neatly into an expandable hanging file, use a second expandable hanging file and label it for the same category.

9. Label the outside of each file cabinet drawer so you know exactly which documents can be found in each drawer. Use indelible ink, and write your labels clearly for easy identification or create labels on a computer or typewriter.

Tips & Warnings

• Leave a little bit of extra room in each file cabinet drawer to accommodate additional documents that will need to be added over time.

• Purge your business-related documents at least once per year, and move any long-term storage documents to banker boxes that can be stored elsewhere.

References

• Womens Media: Organize Your Filing Systems: A Four-Step Formula That Really Works