The Ultimate Guide To Have The Perfect Office File Organizer
September 17, 2021
We all know that an organized work environment is important beyond just creating visual appeal. That’s why it’s incredibly important to keep your office as tidy as possible. Typically, the biggest culprit for a messy office are sheets of paper scattered on your desk, which is why we’ve created this handy guide to office file organizers (e.g. portable file organizer, vertical file organizer, metal file organizer).
File Organizer Ideas You Should Know
What You Need To Know About Office File Organizer
As there are many types of office file organizers out there, it’s important to choose the one that best suits your needs and style.
What Is An Office File Organizer?
An office file organizer is typically used to store and display paperwork neatly in your office, home, or home office. There are various types of file organizers that you can choose from. Ultimately, you will need to decide what you need to keep (and for how long), in order to be able to create the best office file organizer that works for you and your system.
Do You Need A File Organizer In Your Office?
If you find your office to be a little messy/unorganized, perhaps it’s time to tidy all of your documents. This will not only help make your office look neat, but also make it easier for you to find what you need.
What Kind Of File Organizer Is Best For Your Office?
There are various file organizers that you can choose from; however, it all depends on how much space you have available on your desk and in your office. Once you’ve confirmed where you’d like to place your file organizers and what documents are going in each organizer, it will make it easier for you to choose the best file organizer for your office.
Types Of Office File Organizers
Listed below are four types of office file organizers that you can choose from:
Types Of Filing Systems
Rearranging files for a new system is a huge task so it’s important to get it right the first time. If you’re not a solo act, it’s important to talk to the rest of the team about your plans and ask for feedback before you launch a new filing system.
Questions you may want to ask may include; “What types of documents do you have, and which ones are you likely to have in the future?” “How do you want to group them?” Possible categories include job applicants, suppliers, customers, employee records, accounts payable, accounts receivable, and contracts.
There are three types of filing system that you should be aware of:
Alphabetical
Alphabetical filing is a method whereby files and folders are arranged in order of alphabets of the names of files or persons with such files. It may be done using either the first initial (e.g. ‘Bills’ will be under ‘B’). It is the most popular or common method of filing and is suitable for both small and large organizations. A few advantages of using the alphabetical system is that it’s easy to understand and use. It’s also flexible, time-saving, and is incredibly efficient in accessing files.
Numeric
The numerical filing system is a method in which files and folders are arranged in order of number. All files and folders are classified and given separate numbers. In this type of filing system, an alphabetical index is required. It will need to include name, address, phone number, subject, and other information along with a file number. The numerical filing system comes with many advantages: it’s highly efficient, easy to understand and use etc. Additionally, a separate index can also be easily developed using numbers and it’s suitable for large offices that have a large number of files and folders.
Alphanumeric
An alphanumeric filing system identifies files via a combination of letters and numbers. This filing system is typically required when you have a huge collection of documents. For example, the Library of Congress relies on this filing system because of its massive collection of books. Major categories are labeled by a letter, such as ‘N’ for art. Major subcategories get two letters, such as ‘NB’ for sculpture and ‘ND’ for painting. The letters in this alphanumeric filing system example are not based on the first letter of the topic. Topics within each category are identified by a four-digit number, possibly with added decimal points and letters, then comes the author’s first initial and more numbers.
Benefits Of Having A File Organizer In Your Office
The appearance of clutter in any environment signals to your brain that there’s more work to do. When your brain feels overwhelmed by perceived work, it triggers a stress response. Organizing your office reduces the frequency of that stress response and helps give you gain a feeling of control. If you’re organized, it will help you become more efficient with your work. Searching for files in a disorganized workstation wastes time and could hinder your productivity levels.
Utilize A File Organizer
Creating an organized work desk by utilizing a file organizer is significant not only to yourself but to customers, employees, co-workers, and your managers as well. Your workspace is ultimately a visual representation of professionalism. It also promotes a strong work ethic and shows that achieving success is important to you. If you could limit your desktop to the items that you use on a daily basis, that should increase your productivity. This also provides for less shuffling around when you need to track something down.
Everyone has an inbox for their emails, yet most of us do not realize that a physical file organizer box on our desks is just as vital in today’s modern office. To stay organized, designate an incoming and outgoing unit for paperwork. This will help you to avoid misplacing documents, which in turn keeps you ahead of your task list. Wherever possible, try and utilize some wall space. At eye level, neatly hung papers you use for daily reference to alleviate desk clutter.
Keep Your Workspace Organized
Stress is inevitable when chaos surrounds you. A messy workplace promotes distraction and has the potential to foster a negative state of mind, which could lead to the feeling of being overwhelmed or “in over your head”. When you are already experiencing some stress about an upcoming project that’s due, having an organized space will help you to stay focused.
You might be thinking to yourself, “I do not even have time to organize my desk.” However, think about how much time you waste everyday sorting through files from three years ago. When every time has a designated place, you are guaranteed to have less wasted time when switching between projects or tasks.
Here’s a tip – every Friday, try and take five minutes before you leave work to file away the contents of your desk. What will you need on Monday? What will you need in three months’ time? File all of your loose papers, trash your snack wrappers, and sort out all the files you’ll need at the beginning of the week. You’ll then be able to tackle Monday with confidence, head-on.
Where Can You Buy An Office File Organizer?
There are plenty of options to choose from when buying an office file organizer. Thankfully, Storables has made it incredibly easy for you to find the best office file organizer to suit your specific needs.
Tips On How To Organizing Your Documents With A File Organizer
Before organizing all your documents into your file organizer, it’s important to review all of your current files and paperwork first to determine which categories you’d need. Categories may include legal (e.g. any vital documents), money or wealth (e.g. financial statements and payment receipts), taxes (e.g. tax deductions, donations, and expenses), auto (e.g. auto loan documents), and business (e.g. client paperwork, invoices, and receipts).
If you’re unsure about whether you should be keeping certain documents, review the following list when you’re sorting through your paperwork and organizing your file cabinet. (Note: this is meant to be a simple guide. For something a little more complex, you could consider consulting ab accountant or tax attorney.)
Keep For About A Month:
- Receipts
- Reconciled bank statements
Retain For 1 – 3 Years:
- Paystubs
- Loan statements
- Expired insurance records
- Receipts for charitable donations
- Proof of deductions and income-related documents
Store For At Least 7 Years:
- Tax documents and returns
- Medical bills
- Contracts
How To Sort Your Documents Using A File Organizer
Most people don’t think about an important document until they actually need it. If your papers are scattered everywhere and you don’t have a central organization system in your office, you can waste a lot of time and energy searching for things. You might even lose some things.
Gather Your Documents
Before you can organize all of your important documents, you must first locate them. This is sometimes easier said than done. Check your home office drawers and the papers stacked on your office desk or table. Check the piles of paper cluttering your kitchen counter tops as well as kitchen drawers and baskets. Look on your bedroom dresser and nightstand. Last but not least, check your purse or briefcase for any important documents before every use.
Categorize
The most important documents fall into one of the following six categories. You can sort all of your gathered documents as follows:
- Home and property records: Mortgage, property deeds, home improvement projects and receipts, appliance manuals and warranties, property tax information, home insurance policies, and manuals.
- Auto records: Titles, maintenance records, insurance policies and information, loan information, and payment records.
- Health records: Insurance policies, health insurance benefits manuals, explanation of medical benefits, doctor bills, prescription lists, medical receipts, and life insurance policies.
- Financial records: Bank statements, tax returns, tax deduction records, investment records, loan records, and credit card statements.
- Electronic records: Mobile phone contracts, sales receipts, warranties, and manuals for all of your electronic items.
- Personal records: Birth certificate, marriage/divorce certificate, custody papers, immunization records, passport, and wills. If you have pets, you may also include any of their important documents such as veterinary and vaccine information in this category.
Most of your important documents can be stored in a regular filing cabinet, a portable hanging file box, or a desktop file organizer box. Some, however, really should be kept in a fireproof safe or in an offsite storage option such as a safety deposit box. Vital documents are ones that would be very difficult or time-consuming to replace. They may also contain confidential information that could be misused by thieves.
If your home were destroyed by a fire or flood, you’d want your vital documents to remain intact. For most people, the following documents would be considered vital: birth certificates, insurance policies, wills, property deeds, car titles, passports, and any contract or agreement that required an original signature. You should also create a master list of all vital documents for future reference.
Ongoing Maintenance
Once your important papers have been organized, try to keep them that way. Every month when you pay your bills, file any new documents into the appropriate section of your filing system. At the same time, look for any documents you removed from the system during the month that might still be out of the filing system and re-file them. At least twice a year, try and review the documents in your filing system to see if any can be purged. With a bit of effort spent on organizing your documents, you will be able to reap benefits and save time in the long run.
Best Office Storage Ideas To Try
Frequently Asked Questions About Office File Organizers
1. What Are The Types Of File Folders?
There are various types of file folders; however, basic file folders are possibly the most popular choice. Measuring around 9.5 inches, they fit into just about any filing system. Hanging file organizers usually come equipped with hooks. Some other types of file organizer folders include:
- Straight tab folders
- Right-cut tabs
- Adjustable tabs
- Colored file folders
- Manila file folders
- Kraft file folders
- Plastic file folders
- Pressboard file folders
2. What Are The Five Basic Filing Systems?
The five basic filing systems are conditioning, releasing, indexing, coding and sorting.
Conditioning
Removing all pins and paper clips. Staple related papers together. Attach clippings or items smaller than a regular sheet of paper with rubber cement or tape.
Releasing
The term “releasing” simply means that a mark is placed on the paper to indicate that it’s now ready for filing.
Indexing
Indexing means deciding where to file the letter or paper.
Coding
This means placing some indication of this decision on the paper.
Sorting
This is where you will need to rearrange the papers in the filing sequence. It’s important to sort the paper out before going to the filing cabinet or shelf.
3. What Is The Best Way To Organize Your Files?
The best way to organize your files is by using a file organizer. Not only is it a versatile way to organize your documents, it will also ensure that your documents are stored away neatly and safely. You will also be able to organize it according to what works best for you.
4. Where To Buy A File Organizer?
As there are many options of file organizers to choose from, Storables has made it easy for you to find the best file organizer to suit your specific needs.
5. How Much Is The Cost For A New File Organizer?
Depending on the type of file organizer that you’re after, the cost will vary. It’s important to figure out what type of file organizer is needed, then start your research.
6. Where To Buy A New File Organizer?
You can buy a new file organizer at your local department store, online or your closest stationery store. Thankfully, Storables has made it easy for you to find and buy your next file organizer.
7. New Design For Hanging Wall File Folder Organizer?
A hanging wall file folder organizer is perfect to fit any wall space. It will also help keep your paper beautifully organized. A hanging wall file folder organizer can help tackle any clutter and will help ease your mind.
