Loss in productivity due to document trouble: 20%
What Is a File Management System?
A sound file management system requires you to develop, organize, and administer a method of handling physical documents. A good document management strategy improves operational efficiency and office workflow.
The average time it takes professionals to locate a document: 18 minutes
The Risks of a Poor File Management System:
- Lost documents and files
- Wasted time
- Lower employee morale
- Increase in errors
- Lower customer satisfaction
- Lost productivity
The percent of all paper documents that are lost: 7.5%
Best Ways to Organize Your Files
Step 2: Determine the types of documents you need to retain and file
Step 3: Appoint a location for your filing system
Step 4: Determine whether you need to invest in filing storage, like shelves or cases.
Step 5: Create main categories for your files (like invoices, receipts, case files)
Step 6: Create sub-categories for files (like sales receipts, marketing receipts, product management receipts)
Step 7: Determine the best organizational system for your needs.
Step 8: Buy the supplies you need to implement your organizational system.
Step 9: Implement your organizational system.
Step 10: Document your file management process so someone can recreate it if needed.
Step 11: Train your staff to understand and maintain your organizational system.
Step 12: Assign an employee to review and clean up the filing system regularly.
Step 13: Consider digitizing your most critical documents.
Percent of business owners want to access files remotely: 77%
What Office Filing System Template Works Best for You?
- Color-coded by department
- Color-coded by category
- Color-coded by priority
- Organized by date
What Filing Supplies Do You Need?
To create and maintain a file management system, consider buying these supplies:
- Shelving units
- Filing folders
- File labels
- Document organizers
- Oblique file folders
- Tabbies file handles
- Large hanging file folders
- Document scanning services
Any business that deals with customer files, patient records, paper invoices, meeting notes, or other physical paperwork knows that these documents can pile up fast. An office that doesn’t implement an effective office filing system can quickly become disorganized; with papers scattered everywhere and no clear organizational system, it can be easy to misplace valuable documents.
Don’t lose control of your critical papers. Instead, develop a clean and effective filing system for your business. The effort you spend on filing records management will be well worth it.
Why an Efficient Filing System Is Important
If you store records or files as part of your business, your employees need to quickly and easily access them to do their jobs. Without a filing and records management system in place, your files could end up anywhere: stacked in boxes in the warehouse, stuffed into bookshelves in random corners of the office, or even hidden at the bottom of a desk drawer.
Disorganization costs time, productivity, and money. The more time your employees take to find the documents they need, the less time they spend focused on their jobs. Disorganized file management can lso lead to lost documents. This could make it difficult or even impossible for your employees to complete their assignments. If you work in a highly regulated environment, losing documents could also increase your legal liability.
Finally, a good filing system for business will help you create an optimized business workspace. With the right type of shelving units in place, you can organize your files and documents cleanly and compactly, saving valuable space and making it easy for your employees to find the documents they need.
Overall, the time you take to establish a good office filing system will increase your worker productivity and help your office run smoothly. Here’s how to do it.
5 Steps to Create an Efficient Filing Management System
1. Determine Your Storage Shelving Needs
Before you can begin sorting and organizing your files, you’ll need somewhere to put them. Carefully consider what types of documents or records you need to store and what type of file and binder shelving would be the best fit for your particular needs.
For example, libraries will probably need plenty of bookcases, while an architectural firm will want shelves that can accommodate large plans and drawings. A law office with many files may do better with pull-out shelving or sliding mobile shelves.
Pro tip: If your company continually generates documents that need to be stored, consider purchasing more storage shelving than you currently need so that you have room to grow.
2. Develop Your Filing and Records Management System
Now that you have your shelving in place, don’t just start stuffing documents into folders and sticking them on the shelves. Instead, take a step back and give some thought to how you want to organize your files. Your system will depend on how you use your files. For example, if you want to store past invoices, it may be best to create an alphabetical system based on each customer’s name.
If your workers need to pull active case files more frequently than old case files, you may want to implement an organizational system based on activity criteria, with the most active files stored at the front and the old files placed in the back.
There are many different efficient filing systems you can use. It’s up to you to pick the one that will work best for your company.
Pro tip: Poll your employees. The people who use the files the most often will likely have good insight into good organizational systems.
3. Purchase the Right Organizational Tools
Now that you know how your filing and records management system will operate, it’s time to buy the filing and storage products that will allow you to cleanly and efficiently store your documents. This includes everything you will need to store your documents, like:
Think about how your filing system for business will work and then figure out everything you need to support that system. Do you want to be able to keep multiple case files together? Then consider investing in oblique file folders or redrope filing pockets. Want to file documents by priority? On-demand labels can make it easy for employees to quickly see which files are the highest priority.
4. Implement Your System
You have your shelving, your system, and your filing accessories. Now it’s time to block out a few hours in your schedule and actually implement your system. Don’t rush past this step. Implementing your organizational system will be the foundation of your filing records management. Starting it on the right foot with all the files in the right place will make it easier for your team to adopt the new system.
Pro tip: Recruit your employees to help implement the system. This will help introduce them to the new office filing system and show them how to use the new shelving units.
5. Train Your Team on Your Office Filing System
No matter how brilliant they are, filing systems for businesses will only work if utilized properly by the staff. Take the time to thoroughly train them in the new system. Show them how to label folders, where to place the folders, and how to document changes. Don’t assume your employees will pick up on the changes and automatically embrace them. Initiating a systems change is difficult, and some employees may be tempted to keep doing things the old way. Train your workforce, make sure your management team is fully on board, and keep a close eye on your filing system for the next weeks and months to make sure it stays up and running.
Where to Get your Supplies for Efficient Filing Management
Your document organization is only as good as the tools you use to support your filing system for your business. At StoreMoreStore, we offer a wide range of storage products, everything from shelving to file folders and more. Call us at (855) 789-7667 or email our friendly customer support team today to learn all about our many solutions for filing systems for business.
Courts store a wide variety of document types from case files to disposition records, deeds, licenses, and more. While many courts use digital documentation, they still require a substantial amount of space for physical document storage. The courthouse drawer cabinets available to buy online are specifically designed to store all types of documents efficiently.
Old Filing Equipment Wastes Resources
Storage equipment doesn’t only affect the physical space it occupies. It also impacts the efficiency of personnel who store and retrieve these documents. Many courts still retain documents in outdated equipment to save on costs, but it does the opposite. The time personnel spends struggling with the filing equipment translates to valuable time lost.
Space is another issue. The number of documents and record types courthouses store continues to increase. All of these documents have their own storage needs depending on the type of record, how old it is, its retention and destruction schedule, and its size. Forcing these records into outdated storage can easily lead to loss, damage, or theft of stored documents. Additionally, it’s difficult to keep track of every document’s retention and destruction schedule when they are not organized efficiently.
The courthouse drawers both save space and store a variety of document types such as deeds, wills, and probate paperwork in one organized area. This also keeps documents sealed and safe from theft, dust, light, insects, and water. Choose from a variety of sizes depending on your storage needs.
- Available with 12, 18, 24, or 36 drawers
- Formed, reinforced, and spot welded 20-gauge cold rolled steel framework (top, sides, back, and base)
- 22-gauge cold rolled steel drawers with 18-gauge real panels to stop drawers from being pulled out of the cabinet when fully extended
- Drawers are removed by lifting and tilting and come with a pull handle
- Finished with non-reactive solvent-free powder coating electrostatically applied and baked to a hard finish
- No off-gassing of formaldehyde and organic acid
- Manufacturer’s limited 7-year warranty
- Made in the USA
Buy Courthouse Drawer Cabinets Online
Courthouse drawer cabinets are available to buy online with free dock-to-dock shipping. If you need any assistance or just want some help picking the right solution for you, please call us at 1-855-786-7667.
Mixed Media Cabinets for Combination Storage
An easy way to save space is to combine your storage as much as possible. But since different items have different storage needs, they may require multiple types of solutions that, in turn, take up more space. Mixed media cabinets have multiple storage options to choose from, such as shelves, file drawers, and locking doors that combine your storage needs. Instead of multiple cabinets and shelves that store confidential records, books, binders, and other supplies separately, the mixed media cabinets have a variety of combination options.
For example, the top shelves provide storage for books and display items while the locking bottom drawers store and secure other sensitive materials. This allows you to control who has access to specific items. The bottom locking compartments can be in your choice of adjustable shelving or file lateral drawers depending on your needs. A variety of combinations and sizes are available, so make sure to check out our product page so you can decide which configuration is best for you. Since the shelves are adjustable on 2″ centers, it’s easy to customize the shelving sizes to fit varying sizes.
- All welded steel construction
- Leveling guides included
- Hinged doors with three-point latching system
- Doors include key lock
- Adjustable shelves on 2″ increments
- 150 lb. shelf capacity
- Optional dolly bases for cabinets on wheels
- Several powder-coated finishes available
- Ships fully assembled and ready to set in place
- Environmentally friendly (certified SCS Indoor Advantage Gold for indoor air quality and low VOC emissions)
- One year manufacturer’s limited warranty
Buy Mixed Media Cabinets Online
Mixed media cabinets are available to buy online and ship fully assembled in 15-20 business days (free dock-to-dock shipping). If you need any assistance or just want some help picking the right solution for you, please call us at 1-855-786-7667.
Security Mail Slot Stations
Locking mail cubbies are designed with individual locking compartments for sorting and distributing mail. This makes them an ideal solution for secure and private pick-up of individual mail and packages in hospitals, schools, offices, and more. Individual mail is delivered through slots in the compartments, and the back of the cabinet allows full access to all compartments with one large locking single door.
The individual locking compartments deter theft and ensure that user mail is secure and protected. This also increases organization, as every compartment is clearly labeled. With doors that enclose the compartments, it provides your mailroom with a clean, professional look uninterrupted by messy piles of mail.
These mail sorters are also modular, allowing you to bolt the units together for more seamless storage at any time. Authorized users can access all mail slots at once through the locking back door. Lastly, the sorters have a durable powder coat paint finish that is resistant to scratches and corrosion, making it a long-lasting solution.
- Welded 20 gauge steel construction
- Bolt units together for modular storage
- Front and rear bend on shelves for labeling
- Individual front doors with 7/8″ mail slot with keys
- Hinged full rear door allows access to all slots at once
- Available in multiple sizes and configurations depending on your needs
- Standalone units or integrated with other types of mailroom furniture such as cabinets and shelves
- Chipping and corrosion-resistant putty powder coat paint finish
- One year limited manufacturer’s warranty
Buy Locking Mail Cubbies Online
Locking mail cubbies are available to buy online and ship in 4-8 business days. For further assistance, call us at 1-855-786-7667 or send us a message to speak to one of our storage experts.
Mailroom Sorting Cabinets
Mail literature sorting cabinets are an easy and efficient way to store your incoming and outgoing papers and binders. When you use storage that allows quick access, you spend less time rifling through your documents and more time on important workplace tasks. In a busy office, time spent on unproductive tasks quickly add up; the mail sorting cabinets are designed to specifically counteract this wasted time.
In addition to time savings, the sorting cabinets also provide a clean, professional storage area in a small space. With adjustable slotted shelves, you can configure the cabinets to store multiple sizes of materials in a single space.
Security is also an issue when storing sensitive documents. For your privacy and protection, the sorting cabinets can also be configured with hinged doors. The shelves are also durable enough to store more than just files. With Individual shelf capacities at 240 lbs, the cabinets are also great for storing and organizing binders, boxes, and other heavier materials.
- All-welded steel cabinet construction provides increased durability
- Cabinets are available in 36″ or 42″ widths and 64 ½” or 80″ heights.
- Adjustable sorting shelves made from 18 gauge steel. A beveled front edge holds labels, and thumb-cut shelves make it easy to quickly grab papers.
- Shelves interlock into vertical tabs that adjust in ½” increments, allowing you to store a variety of supplies in one cabinet.
- Full-width shelves constructed from 18 gauge steel. Durable and will hold up to 240 lbs. per shelf.
- Optional hinged doors are available to close and lock the cabinet while it isn’t in use.
- 5-year manufacturer’s limited warranty
- Optional accessories include additional sorting shelves, label holders, and dividers.
Buy Mail Literature Sorting Cabinets Online
Mail literature sorting cabinets are available to buy online and ship within 10-15 business days. For further assistance, call us at 1-855-786-7667 or send us a message to speak to one of our experts.
Slanted Shelving with More Visibility
As a flexible open filing solution, slanted file shelving makes visibility and accessibility of files and folders easy. With files stored at a 55° angle, users can quickly see and read folder labels so they can find and store what they need faster. This increased visibility also leads to more accurate filing and less time spent trying to find misfiled folders. And when combined with end tab and color coded filing, users can access folders with just a glance. The slanted file shelving is also designed to store the most amount of file folders conveniently in a small amount of space.
Every shelving unit accommodates your growing business needs. As your filing system changes, you can easily add additional modules and stack them up to eight levels high. We offer shelving in letter and legal depths of three widths and 3-tier, 6-tier, 7-tier, and 8-tier models. If you need a different size, you can also purchase individual modules for 4-tier and 5-tier shelving. There is no need to purchase separate dividers, as each unit has welded dividers included to keep files upright.
The slanted shelving is designed for use with color coded filing, side tab folders, and end tab filing. Their versatility and visibility makes them perfect for healthcare facilities and business offices.
- Constructed from 20 gauge cold rolled steel, free of rust or scaling. Exposed edges, corners, and surface areas are free of sharp edges. State-of-the-art welding technologies join the tier components.
- Sizes: Available in letter and legal depths and widths of 24″, 36″, and 48″.
- Colors: Available in a large number of standard and custom paint colors.
- Finish: A three-stage iron phosphate washer cleans all parts, which are coated with an environmentally friendly Epoxy-hybrid powder coat finish using an electrostatic paint system.
- Compatibility: Slanted file shelving is compatible with Datum Vu-Stak®, Jeter, and VuMax.
Buy Slanted File Shelving Online
Slanted file shelving cabinets are available to buy online. For further assistance, give us a call at 1-855-786-7667. One of our storage experts will help answer all of your questions.
Security Doors for Shelving
Security is an important part of a large amount of industries. The HIPAA Compliant Act requires physical safeguards of personal health information and medical records, and individual files containing personal or otherwise sensitive information can be found in every other type of business. Locking roll-down security doors can be installed on almost any type of steel and wood shelving units, or even on counter and door openings.
Hinged security doors are designed so they have to swing out into the aisle, which only takes up more valuable space that could be used for something else. The roll-down security doors are unique in that they’re mounted to the top of your shelving and simply roll up and down without the need for extra space in front. This allows you to stack additional boxes or desks in front of the shelving without having to move anything to access stored contents like you would with hinged security doors.
The security doors are available as front-mount or top-mount, the sizes and specifications of which are as follows:Top Mount and Front Mount Door Box DimensionsDoor Height Door Storage Box Dimensions48″ to 70″ 6-1/2″ x 6-1/2″*70-1/8″ to 120″ 8-1/16″ x 8-1/16″*120-1/8″ to 124″ 10-1/8″ x 10-1/8″** Notes:
- Top mount door storage boxes add to the overall height of the shelving (84″ high shelving + 8-1/16″ door box = 92-1/16″ overall height).
- Front mount door storage boxes add to the overall depth of the siding (84″ high x 18″ deep shelving uses 8-1/16″ door boxes making the depth of the shelving with door box 26-1/16″).
- Available in manual operation with key lock or motorized remote control operation
- Motorized doors come with a toggle switch, key switch, or security keypad operation
- Available in several colors to match your existing decor
- Available in widths up to 10′-6″ and heights up to 10′-4″
- No routine maintenance required
Buy Roll-Down Security Doors Online
Roll-down doors are available to buy online in front mount or top mount configurations and ship in 10 business days. We would also be more than happy to help you decide what size and type of security doors would work best for you and your storage application. For more information or for additional assistance, call us at 1-855-786-7667.
You know that clutter negatively affects your performance. You also know that keeping piles of paperwork all over your desk is a bad idea. But yet, it happens every day. The problem is that it’s hard to get organized when you don’t know where to start. However, with the right filing supplies, it’s easy to de-clutter all that paperwork. And in the end, work will be much easier to get done.
Just a Few of Our Filing Supplies
Shelving Dividers: keep your files grouped and standing upright within their appropriate categories. In addition, the dividers keep your files packed just snuggly enough for easy access.
Custom File Folders: allow you to create the perfect folder for your filing needs with numerous design, material, and color options.
File Folder Labels: let you make your own system that can include numeric, color-coding, and much more.
Oblique File Compartments: allow you to store even more paperwork in less space. And they can be used on shelving, in file cabinets, in drawers, and even in overhead cubicle space.
Redrope File Pockets: work great for lawyers that need to store multiple documents and case files in one place.
Of course not all industries and business are the same. Filing supplies that work for one company, might not work for another. That’s okay; we’ve got you covered. At StoreMoreStore we have all types of filing supplies to make sure you get the right one for your needs.
Visit StoreMoreStore Now for More Filing Supplies
To see all of our available filing supplies, visit us online. And if you have any questions or want to talk more about your filing supply needs, please don’t hesitate to give us a call at 1-855-786-7667.
Start with Categories & Oblique Hanging Compartments
An article from The Wall Street Journal states, “The average U.S. executive wastes six weeks per year searching for missing information in messy desks and files.” Organizing paperwork is essential for your business; especially when employees are spending more time looking for information when they could be doing something that generates revenue. A quick and easy solution for organizing your paper filing system is to group items by category. And to implement this system, all you need is oblique hanging compartments.
Decide Which Categories You Want for Your Paper Filing System
The first step is to decide on the categories you want to use. For example, a small business might want to categorize their filing system by department (ex. marketing, human resources, accounting). On the other hand, a law firm might choose to categorize paperwork by the cases they’re working on. However you choose to categories your paper filing system, just make sure it’s consistent and easy to use.
Labeling is Easy with the Oblique Hanging Compartments
The next part is where the Oblique hanging compartments come in. Once you’ve got the categories decided, you can create the labels for the compartments. An added bonus to the Oblique system is the labels. You can create color coded labels (one color for each department) or you can use a standard white label. The labels are also magnified, which makes them easier to read from a distance.
Store More Types of Paperwork in Oblique Compartments
And because the hanging compartments are larger than a typical manila folder, they’re able to hold more and different types of items. You can store papers, brochures, photographs, folders, and more within just one hanging compartment. And you won’t have to worry about tears or splits since the Oblique products are made out of ultra-strong material and weighted to hold 20-25 pounds.
Use Oblique Hanging Compartments Almost Anywhere
The last thing to do is put away your hanging compartments. They can go anywhere from an overhead cubicle to lateral file cabinets, but they work best in open shelving. The reason is that the Oblique compartments are designed to maximize every inch of available space. And by using an open shelving storage system, you’ll save more space in your office.
You’ll find all of our Oblique hanging compartments online at our store. And if you need assistance getting started setting up your paper filing system, it’s no problem! We will help. Just give us a call at 1-855-786-7667.