Office filing; Mark with a few arrows

• Why do we need an office file?
• The purpose of using office filing
• Material of office files
• Types of office filing in terms of application
• What features should a good office file have?
• A few tips for organizing a filing system
• Last word

Why do we need an office file?

Properly recording receipts and invoices is one of the most important things a business can do for its financial security. A cluttered filing system can jeopardize a company's position during a tax audit. If you are unable to provide the required documents and invoices in a timely manner when you are on the tax audit bed, your claims will be rejected and your tax return will be re-examined. Depending on the type of business, you may need to keep these records for years at a time.
Most people think of the savings they make when investing in filing systems, but statistics show that when companies spend time searching for cluttered files, it is up to six weeks a year (Source 1). It can be wasted and your energy and energy can be saved in the long run.

Purpose of using office filing:

The most important function of office files is to create order in the environment and optimize space. Filing, like Credenza, is designed in different materials and designs to hold office documents.

Material of office files:

Office files can be produced in a variety of materials, including:
• Glass office file
• Wooden office file (MDF)
• Aluminum office file
• Combined office file

Glass office file:

Glass office files, as their name implies, are made of glass material. Glass files have a beautiful appearance and give a luxurious and modern effect to the environment.

Wooden office file (MDF):

Wooden office files are made of MDF sheets. The wooden model of office files has a higher price than other models and the reason is the wood from which the file is made. Wooden files are a great choice for classic decorations.

 Aluminum office file:

Aluminum office files have a higher mechanical strength than other types of files and have good impact resistance. In terms of weight, the aluminum office file is lighter than other files, so they are easier to move.

Composite office file:

In the design of the office file, a combination of two or more materials has been used. For example, the file is made of glass and wood.

Types of office filing in terms of application:

Office filings are divided into the following two categories in terms of application:
• Filing to place equipment or zoning
• Filing to place the spring folder
The filing used to hold the spring-loaded folder can be fixed or wheeled. One of the attractive features of this filing that optimizes the space is that the filing can be placed inside the desk space. This makes it both easier to access and takes up less space.

What features should a good office file have?

• High physical strength
• Ease of movement of drawers
• Standard dimensions and size
• Beautiful and special design
• Having a central lock

High physical strength:

A suitable office file must be able to withstand the high weight of some joints and documents, and its drawer floor must be made of high-strength material.

Ease of movement of drawers

It must have occurred to you that when opening old drawers or low quality filenings, you have a problem and the file rails are hard to move. One of the important features of filing is having good and standard all-opening or semi-opening rails. In fact, it reduces the time spent using filing.

Standard dimensions and size:

Another feature of filing is its standard dimensions. Office filing is used in addition to storing objects to place Zonken. Therefore, the drawers should be proportional to the size of the drawer. In addition, it is better that the height of the office file is proportional to the desktop and does not take up much space in the environment.

Beautiful and special design:

The main use of office filing is in the storage of documents, but we must keep in mind that filing, like other office furniture can play a role in the beauty of the environment and also have a decorative aspect. Items such as color, size, material and special design are effective in the beauty of filing.

Having a central lock:

Sometimes some documents need to be kept confidential or can be locked if needed, so central locking is another useful feature of office filing.

Here are some tips to help you get started:

After getting acquainted with the types of filing, we will get acquainted with some solutions for how to organize and organize office documents and locate office files:

• Know the personal habits of employees:

Think about which employees need access to the files, where they work, and what makes sense based on their job responsibilities. How you move around the office space, ergonomics, and the information that employees need to have regular access to are influential in deciding where to file. The information that should be constantly available is better in desk drawers, and other information that is needed in the long run can be stored in standalone files at specific points in the office. This system can be different depending on the behavior and habits of employees. What works for one person does not always work for another.
Do not underestimate the importance of accessibility for employees who may have mobility needs, for example very tall cabinets may be difficult for some employees to use (Source 2).

• Buy folders and folders:

Beautiful and durable folders are a smart investment. Colored pendant folders are easy to use and easy to identify. For example, if you put all customer files in blue folders and financial information in red folders, you can easily find the information you want, sorted by color, when searching or filing.

• Paperless office:

With the advancement of technology and the abundance of digitalization tools, many businesses have shifted to digitalization. With online storage systems and digital transactions replacing cash, paper removal may do a lot to reduce paperwork in the workplace; the IRS seems. In addition to digital images copy or
Items such as cash receipts, canceled checks, stocks and other documents that do not need to be kept in their original form can be easily scanned and stored on a computer. In this way, they will be available faster when needed.
During the digitization process, make sure that the digital documents are clear and legible. (Source 3)

Last word:

In order to maintain office documents and organize the work environment, we need an office file. Using an office file, in addition to optimizing the workspace, can also give a beautiful effect to the environment. In choosing an office file, it is better to pay attention to the style of your office decoration and the furniture used in the space, and to coordinate the design and color of the file with the environment.

Sources:

1. Simply Productive Organizing and Time Management Statistics. https://www.simplyproductive.com/2012/03/time-management-statistics/
2. IRS. "How Long Should I Keep Records? Https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records
3. U.S. Department of Justice https://www.ada.gov/regs2010/smallbusiness/smallbusprimer2010.htm.