Receipts, statements and other oddly shaped documents are usually the most difficult to file. Unfortunately, these are usually the papers that everyone needs to see. You don't have time to retrieve files for the rest of the office. You need a paper storage solution that keeps small, easy-to-lose paperwork at your fingertips and organizes hard-to-locate miscellaneous files into a system that every staff member can decipher.
Throw Out the Miscellaneous File
Resist the urge to create a file for miscellaneous papers. If you already have a miscellaneous file, get rid of it. Miscellaneous files, drawers, storage boxes and paper piles are unneeded invitations for clutter and disorganization. They may seem convenient when you're in a hurry, but as these collections grow, so does the likelihood of losing something important, especially if you use the file to store irregularly sized papers.
Create an inbox to hold those items until you have time to file them. Place a storage basket or letter tray in a central location, and set aside time to deal with your inbox each day. The primary purpose of your file storage system is to make it easy to find items in the future — a stack of miscellaneous papers doesn't efficiently fulfill it.
Use Categories and Label Everything
A miscellaneous file isn't necessary if you adopt a philosophy that any paper important enough to file is also significant enough for a relevant category. Add one or two new categories to your current filing system, and create new subcategories to accommodate any miscellaneous papers without a home, or start with a clean slate and develop a new system for paper storage that includes locations for your miscellaneous papers.
Consider individual folders for recurring bills and statements, such as utility charges, business credit cards and regular suppliers, or use a separate expanding file to store these items throughout the year. Create similar spaces for business expense receipts, using common tax categories such as office supplies, maintenance and travel. Whatever storage system you adopt for your papers, clearly label every component for maximum file organization.
Keep Small Papers Visible and Secure
Those irregularly shaped and oddly sized papers easily get lost when they are filed between standard letter-size documents. There are several solutions to prevent accidental paper loss in the filing cabinet. Staple small receipts to a sheet of copy paper, or use an index card file box or legal-size expanding file to hold easy-to-lose papers. Poly envelopes with string-tie closures also keep these overlooked documents safe and visible within most filing systems.
The Digital Paper Storage System
Transforming your paper storage system into a digital format requires an investment of both time and money. However, the benefits are often worth the initial investment, especially if you already have an efficiently working paper system. Digital storage is easy to back up and simple to share, and it virtually eliminates the risk of losing or misplacing an item because of its size or shape.
A desktop scanner and your office computer are the only equipment you need to set up a digital filing system. Create a folder system on your computer using the same labels as your paper file categories, subcategories and folders. Some scanners include organizational software to make the task easier. Go through each file, scan all the documents, and set the appropriate permissions to grant access to other staff members.
Maintain consistency in your system so it's faster and more efficient to use for the long term. Spending lots of valuable time locating hard-to-find files will quickly become a thing of the past!
Source: http://www.iheartorganizing.com/2013/01/organizing-our-paper-piles.html
Source: http://www.wikihow.com/Organize-Receipts
Source: https://unclutterer.com/2012/08/21/miscellaneous-papers-can-wreak-havoc-with-your-filing-system/
Source: http://theinspiredroom.net/2015/05/05/how-to-eliminate-paper-clutter/
Source: http://smallbusiness.chron.com/advantages-electronic-document-management-system-2873.html
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