How To Streamline Paper Files

Regular streamlining of paper files is very important, because the increasing number of paper files will occupy too much room in the office. If not properly controlled, it will cause great inconvenience to the work.

The use of hanging folder and file bag hanging file system not only makes documents orderly, but also can effectively use space.

A metal frame is mounted on the filing cabinet.

If your files can't be loaded into a hanging folder or file bag, you can purchase some metal shelves that can be inserted into file drawer.

Hanging folder and file bag are very convenient to store. The hanging folder can be used as a guide card and a folder, and can also be used as a divider.

Don't use too many hanging folders.

Using too many hanging folders on a drawer won't save space. A dozen of these folders will occupy 3 inches. This will occupy more space for drawers. You might as well not do so.

The use of hanging portfolio is used.

A hanging file bag can store a single folder in an orderly manner. Unlike a hanging folder, it can expand freely, data will not be pressed under other folders or falls onto the floor below the drawer. The folder will be fixed in one place, and will never fall or press against each other.

Use special folders. If necessary, pfer important information to another place temporarily, use special folders with buttons or straps to ensure the safety of data.

Using drawer separators in file drawer, you can use lightweight drawer dividers instead of bulky piles of material.

The solid base of the partition device enables the folder to stand up without slipping. It can also be adjusted and can be widened or narrowed as needed.

Clean up magazines and local booklets and clean up old magazines, old pamphlets and other printed materials.

When a journal is read by interested people, it should replace them with current periodicals.

If it is necessary to preserve obsolete printed matter, you can put it in a less prominent place.

At the same time, the information that must be kept should be as compact as possible.

The long pamphlets only need to occupy a small part of the folder, so there should be two rows or three rows in the folder.

You must adjust the information in the folder: half of the parts on the side will be on the right side of the folder, and half on the left side of the folder.

Cleaning up reproductions and cleaning up reproductions are usually duplicates of memorandums, letters, tops, proofreading of publications and duplicates of reports and pamphlets.

Only keep copies of necessary letters or reports, as far as possible, compress and centralization of archival materials so as to avoid duplication.

If your boss has a complete file, you can save a copy file and a follow-up file for him, and you may get twice the result with half the effort.

Unless you plan to distribute the surplus pamphlets and reports, do not keep the same materials.

Many secretaries usually keep 3 copies of the office, and the rest are sent to the company's storeroom.

Photos and clippings that must be kept for the clippings and photographs must be kept properly, not lost or torn.

Thin backing or pparent adhesive tape can be used.

Remove the unusual and special data, clean up the materials that are special in size and occupy the place, such as models, tapes, put them in the right place, and add a reference card to the official files.

In order to save space, store those letters, documents and records that cannot be destroyed but not frequently used in storage.

Do not keep the return of standard questionnaires and circulars, but if the reply represents new customers and sales, add the name and address to the mailing list before destroying the reply letter.