Paperwork has a pivotal role to play in the modern workplace. While it is essential to keep a well-outlined record of your business deals and processes, it can be quite easy for files to make your workspace disorganized. Not only will this make your office untidy, but it will also hamper your productivity. Luckily, keeping old and new office files is an easy task, and with the right commitment levels, you can maintain your office in a pristine condition. Here are three tips for organizing your old files for a tidy office.
- Scan Files
While the files you have in storage might have information that goes all the way back to a decade or so, they may still valuable to your business. However, this doesn’t mean that they have to take all the space in your office or that you have to continue to pay for a space to keep them in. You can choose to scan the files and then store them on your computer, in the cloud or a server. While you might still want to keep the hard copy versions, you do not necessarily have to.
- Back up the files
After you scan your old files then you want to make sure they are backed up. Digital files are typically not bulky in terms of storage so backing them up on a hard drive is a great option. On the other hand, to easily back up your files or if storage capacity is an issue then taking the cloud storage path is a wise choice.
Physical Files: You may still need to hold onto a small amount of physical old files especially for tax purposes. You can gather these documents and put them all together in a box in either alphabetical or chronological order then label the outside of the box so you know exactly what is in there. Even better, add a destroy date to the front of the box if it is something you just have to hold onto for a specific amount of time. This will not only make it easy to find files but also know that you can dump the bin at a certain point.
Digital Files: For the files that are now in digital format, you can put them all together in a folder called “zArchive”. Putting the “z” in front of “Archive” makes the folder drop down to the bottom of your filing structure. You can then proceed to store other old folders in the archives’ folder while giving them labels such as client information and taxes.
Organizing old can be done as long as you have the right amount of commitment. While some of the tips suggested above might result in tossing and trashing some of your files, they will ultimately lead to more organization. Consider the tips above to improve the organization of your office.