The main types of office filing systems are paper-based and digital. Paper-based systems use physical cabinets and folders, while digital systems use software and cloud storage solutions.
The choice between these systems depends on the volume of documents and the available office space.
Which system fits the business workflow?
Paper-based systems rely on physical tools including manila folders, labels, and dividers to keep documents organised. Digital systems use various software programs or cloud-based storage solutions such as Google Drive and Dropbox. Digital options provide an electronic alternative to traditional physical archives. The choice between these depends on the pros and cons of each method relative to your specific business needs.
How to organise documents within a paper system?
Alphanumeric filing involves sorting documents in alphabetical order, which is a practical option for managing a large number of documents. Chronological filing sorts files by the date they were created, which is a better choice for users who need to access specific documents quickly. These methods are applied after sorting papers into piles for categories such as invoices, receipts, quotes, estimates, and bills.
Which filing cabinet type is best for the space?
Vertical cabinets are designed for small office spaces where only a limited number of documents require storage. Lateral and multi-drawer cabinets are the better choice for larger offices that need to house a higher volume of files. The selection process must balance the physical office size, the total amount of storage needed, the specific type of files, and the budget.
What are the practical benefits of an organised system?
A functional filing system allows for the easy retrieval of documents, which is necessary when you need to refer back to files in a hurry. It also reduces office clutter to keep the environment looking professional and tidy. This organisation leads to improved productivity and less distraction, allowing for better focus on work.
How to select the right storage hardware?
Assess your total storage requirements and the physical dimensions of your office before choosing a cabinet type. You can browse the full range of commercial filing options at the Progressive Office showrooms in Kilsyth and Knoxfield to ensure the furniture fits your budget and space.
Frequently asked questions
What items are needed to start a paper filing system?
You will need to invest in manila folders, labels, and dividers to sort your papers.
How should papers be grouped before filing?
Papers should be sorted into piles by category, such as bills, receipts, invoices, estimates, and quotes.
When is a vertical cabinet the best choice?
A vertical cabinet is the best option if you have a small office space and only need to store a few documents.
Questions to ask your supplier before you buy
- Does the cabinet size align with the available floor area in the office?
- Is the cabinet type suitable for the specific volume of files being stored?
- How does the cabinet budget affect the choice between lateral and vertical units?
