Expert Office Advice

A good paper filing system is essential to the organisation of any business. In order to ensure that the records of a business are maintained efficiently it is essential that they are organised in a methodical, logical and systematic way.

Try to avoid storing your paperwork in too many folders; it is not efficient to make separate folders for anything less than 20 papers. If you have small records that are comprised of less than one or two documents it is better to file these in miscellaneous folders. It is also important to use enough file headings as finding records is easier when they are organised under sections and subheadings.

As a general rule, some sort of subdivision heading should be used when there are more than four folders in a row. It is also useful to subdivide papers in hanging folders to make individual records easier to locate. However, do not overload your file drawers, try to leave a full 10 centimetres of free space in each drawer to ensure that you can easily retrieve files.

Appropriate storage facilities should be made available to large business departments. When buying filing equipment you must take into consideration the types of records to be stored, how often the files will be accessed and that you have the floor space to facilitate your equipment. If your office storage space is limited then a high density filing unit may be needed, as they offer an adjustable modular or mobile shelving system.

However, when large amounts of space are needed it can be more efficient to move your filing system off the premises. 5 square meters of prime office space in the centre of London can be rated at around £18000 per annum. It can often be cheaper and more practical to store files that are not in regular use off-site.

Off-site document storage companies can organise your records and store them in a secure facility and there is very rarely a limit to how long your records can be stored. Most of the files are able to be held indefinitely by the storage companies. These are then easily retrievable and protected from fire hazards and other damage. It is possible to keep your files on a “service storage” basis which means that your documents are collected and returned to and from your offices when required, cutting down filing time.