NFIB

Storing Files Efficiently
12/ 17/ 2002

by Vicki Gerson

Creating an effective filing system is a major component of your business. This filing system should be done right the first time so as your business grows it won't have to be redone. Here is some advice on how to create a storage system that will grow as your business does.

Organize the information

Organize your files under major topics such as clients, vendors, accounts receivable/payable and operations. Then create subcategories for customers' names or types of equipment or services they use.

Once you have your information categorized, do not keep stuffing the file drawers so full of information that papers can't be removed easily or without pulling out other unwanted material. Purchase additional cabinets and other storage materials before your system gets out of control.

Centralize the files

Some business owners don't want to devote the space to locating the files all in one room or one large area, but stashing files in various nooks and crannies only creates confusion and lost files. When files are centralized, it's much easier to keep them updated, purge old or duplicate files and find what you or your employees are looking for.

Make it clear to your employees that when they are no longer working on a file, it must immediately be returned to the file area. This allows other employees to locate the file easily and efficiently. Insist that folders taken from the files be returned as soon as possible.

Use technology whenever possible

Consider using a scanner to save documents in electronic format. Several filing cabinets worth of files can be placed on a hard drive using CD-ROMS. Not only do electronic files free up a lot of space, they are easier to search through than paper files.

Off-site storage options

It may pay to reduce clutter by storing some records off-site. Every business has old tax returns and customer records that shouldn't be destroyed, but don't need to take up space in the office, either. Getting the boxes and clutter out of the office allows you and your staff to work more efficiently.

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