Tips for archiving documents

| 01/04/2017 | 7 Comments

Are you looking for a way to file your documents? Take a look at these Tips for filing documents that will surely be useful to you.

When documents begin to grow in number and importance we begin to discover that we have an organization problem, so we must open all the folders we have at our disposal to rescue a single document that we did not know we had.

These tips for filing documents are very important today. Although we have hard disks and technology we have transferred our usual disorganization to the computers,

It is common to find dozens of folders with the same name or that contain only a single file. Follow these tips and check the results.

Tips for archiving documents

To properly file a document you must follow these simple tips, which I have adapted for physical documents and documents on the computer.

It’s no use having perfectly organized files if you have them in the basement of the company. Bring the most current files close to you, if possible to the side so you do not have to get up to file the documents, it is proven that if you do, you will simply leave it on your desktop.

For the computer is similar, although it may seem difficult to believe, on a computer you should prioritize not to fill the desktop of documents and not important folders.

It creates folders that can store documents depending on their type and save them on the desktop, organizes files by type, themes or recipients, if possible create a logical tree that takes you to the document like this:

1. Folder: Letters

2. Subfolder: Letters 2015

3. File: Letter to Mr. xxxx

Sort it Alphabetically

It creates an alphabetical classification by criteria, that is, it creates criteria that surround the usual topics like company, person, sales, acquisitions, permissions and within them alphabetically orders all the files.

For the computer is much simpler, program the file manager to organize the folders in alphabetical order.

Keep a bundle of fresh or recycled folders ready for use, remember, the process of filing documents should be easy, quick and easy.

If possible, label some folders so that you only have to write on the label to which subject or area belongs.

Keep the filing cabinets free

The filing cabinets you use should always be at or below their capacity, this to facilitate the task of filing. If a filing cabinet is full, you will resist storing documents and they will be left at risk of being lost.

To accomplish this, purge the archive periodically, if you can not do so because the stored documents are important. Then move those files less likely to be queried to files farther from your workspace.

This same technique applies to computers, keep your folders clean frequently and organize files not regularly visited in other folders.

Label your folders

You can use an automatic tag generator, this in order to keep order in your filing cabinet.

For folders on your computer, you should use simple tags for the main folder, more complex labels for secondary and tertiary, and keyword names for documents.

Buy a good filing cabinet

A quality filing cabinet will always be better to one of poor quality, you should only think that one of good quality will last for years, while it is checked over and over again, without generating excessive noise when sliding your drawers. A low quality filing cabinet starts to sound after a few months of use.

In case of hanging file cabinet

  • Label the folders and not the hangers, so you can move them without having to carry the hangers with you.
  • Use one folder per hanger.
  • Just as you keep empty folders keep hangers empty.
  • Debug your files at least once a year

Choose a date each year to debug your archive of all those documents that are not worth storing because they will not be reviewed. Store those that are and leave free space in the filing cabinet.

You can perform partial debugging when you have some free time like when you wait for the phone or wait for a computer update.

To purge material you must ask yourself:

  • Is there any value what I am filing?
  • Do you use it regularly?
  • Is it difficult to replace?
  • Is it outdated?
  • Is it legal?

For the computer is worth the same rules, clean the folders on a scheduled date deleted everything you are sure will not be needed again.

If you’re not sure you can upload it to a cloud storage service.

How to file on the computer?

In the previous point I explained some typical steps that you should follow with your computer, however, at this point we delve deeper into the subject:

Uses simple and consistent nomenclature

Give your folders names that you know to remember, that are simple and explain what they contain.

Apply this system with all types of files you need to manage.

Your nomenclature should be:

  • Direct, with short and short names.
  • Use abbreviations to explain the contents of the file.
  • Group by theme or by year.
  • Do not include folders with too many subfolders.
  • Use uppercase and lowercase letters to highlight the name,
  • Use symbols to emphasize an important point.

Leave what you need on the desktop

All those folders you need must have them on hand, those that do not, leave them in documents or a related folder.

Save space files

If you need to store important files that you use little, please zip them. When you need them, you just have to unzip them and use them.

Create backups

While a paper file may deteriorate, one on a computer can easily be lost. Protect your documents by keeping them in the cloud and on a removable storage device.

This prevents any problems related to the loss of important data and files.

Ask your company about policies and customs when storing data, some for security do not allow the use of removable memory and others do not allow storage in the cloud.

Importance of properly filing documents

Some years ago while studying Quality and Productivity, as well as business management. I understood the absolute importance of properly filing the documents.

You may be interested in: Teamwork Tips

Because according to our Japanese friends and their management based on the 6 S an orderly environment is a productive environment, just imagine the following:

You are ready to present your latest project at the university. You only need that last letter that your academic tutors gave you months ago when accepting your project and which, in your stress you have lost in your room.

Author Bio

The author of this post works at the leading UK dissertation writing service. Jessica has a degree in Social Work and has been providing dissertation help to students from all across the globe. Jessica loves to read fictional novels and is a great Sherlock Holmes fan. She loves her job as an expert dissertation writer and is glad to be a part of the dissertation writing service program.

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Category: student life, study abroad

Comments (7)

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