Maximizing a Suspension File System
Most of us do not realize how much more time and effort it takes to deal with disorganized paper files than it is to come up with an efficient file management system.
If you work in an office space which you share with other colleagues, having organized files becomes even more important. If one of your team mates had to access a client’s file, he or she might have a lot of difficulty locating the document because of the paper mess.
Nowadays, there are so many organizational tools especially for paper files, and most of them are really affordable. One of these systems makes use of suspension file folders.
In a word, the folders are suspended on steel rails and can be filled with various types of documents. In order to make the most of this system, come up with clear categories for your files. This is important because it will be the basis for labeling each suspension file folder.
It would also be good to employ a basic filing system which will be adopted in each suspension file folder. The most common ones used in business are the alphabetical, chronological, and numerical filing systems. You may use any of these three although obviously, each of them is used in situations where they are appropriate.
For instance, if the documents requiring storage are those than involve customers’ records, then the alphabetical system would work best in sorting them. Labeling is another very important aspect of any file management scheme.
If this is not done properly, the files won’t be easy to find – which really defeats the purpose taking on an entire organization system in the first place. If you receive a huge amount of files every day, you can also try placing temporary files in one suspension file at the front. This will enable you to get them immediately without having to go through the other file folders.
For documents that are equally important but do not require constant access, allot a few suspension files. This way, all your paper files are in one place, taking away the stress that comes with looking for a missing document in a mountain of papers.
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