Color coding, alphabetizing and sorting by category are some ways to organize paperwork. Filing systems should be simple enough to easily archive and retrieve documents. Going paperless or using digital document management options is a good alternative to traditional filing systems.
Using labels, folders and tabs of different colors helps visually distinguish categories and sections in a filing system. When handling a large group of business patrons or contacts, arranging files in an alphabetical manner allows office workers to easily look for names. Using letter groups, such as from A to I, J to R and S to Z, further organizes files for easy reference. Invoices, receipts and contracts should be separate from other files with different purposes through folders, dividers, fasteners and drawers. Filing systems must be properly maintained by removing outdated, redundant or unnecessary files and ordering files according to priority.
Digitalized management systems are more efficient in storing files and documents than traditional filing systems. Office workers can transition to digital by scanning, faxing or encoding documents and storing them on backup servers. In many cases, information retrieval is faster in digital versions of documents due to electronic features, custom filters and automated processes. Digital paperwork also helps reduce consumption of physical paper, thereby reducing costs and freeing up office space.