Storage in your office starts with a good filing system and we’ll tell you all about why it is so necessary for increasing productivity.
Even though the world is heading in a digital direction, there are many things we still keep – and probably will continue to do so in the future – in paper. A poor storage system may contribute to important documents getting lost, dirty or misplaced.
Some of the things we may still use in a paper format are contracts, patient charts, personal documents and receipts, to name a few things. Also, it is important to keep physical copies of important documents as a backup of our digital filing system. If there was a power or system outage, how could you access the digital information?
For instance, you can store patient files in tall, sliding shelving and contracts can go in filing cabinets that house binders. There are many options for filing, you just need to find the one that’s more practical to your business and needs.
Importance of a good filing system
Filing means keeping documents, or things, in a safe place arranged in a way that they can be found easily and quickly.
A good filing system will prevent documents from getting lost, dirty or torn. In addition, it should help anyone who searches for something to find it as fast as possible and without any difficulties.
When filing you need to know what you are filing: are they letters, memos, reports, financial records, contracts, patient files, receipts? Then, determine when filing will be done: once a day, or maybe once a week?
Useful filing office furniture
There are many options in office furniture for filing purposes. Here are some of them:
- Filing Cabinet: Used to keep flat files and suspension or hanging files;
- Steel Cabinet: It is used to keep large files that need to be locked up;
- Filing shelves: They are a great option especially for box files;
- Box file: It consists of a big file that is used to keep larger documents that cannot go into a filing cabinet. They are normally kept in shelves.
In addition, you can use clip folders for documents that need to be taken out often. They will prevent them from falling out. Regular folders made of paper or cardboard can help keep loose documents together and are usually placed inside suspension or box files.
Suspension files are used for keeping documents in filing cabinets and hang out from a cradle. There are also box files used for bigger documents, for example, magazines or books, and finally lever arch files.
Why is it important to have an efficient office storage system?
We already explained the reasons to have an organized office, especially regarding important documents. To help maintain order an efficient storage system is needed as well.
Efficient office storage or filing system keeps any office organized and clutter-free. This healthy practice will lead to high levels of productivity and less time wasted looking for files or documents.
Among other advantages of having an efficient storage system at the office are:
- Saving space
A messy office or environment will have little space left for navigating through the area, and it can also create potential hazards if someone trips over. Also, paper is highly flammable, so scattered paper or cardboard can be dangerous.
An organized place also means a safe place with enough room to move around.
An office filing system helps save time by ensuring all of the paperwork is kept in an orderly manner and employees will only need seconds to find what they are looking for.
As it is often said: time is money, so wasted time is wasted money as well.
- Visually appealing
Finally, having an organized office will always be more visually appealing than a messy one. Not only will it help create a great first impression for anyone who enters the room, it will have a positive impact on the results the employees will be giving.
Think about a potential client walking in a tidy space and another one entering a very disorganized room. Which one do you think will trust more the organization, without taking into consideration how good they are at what they do?
Essentials is the office solution you need for filing and storage
Essentials is a practical filing and office solution designed by Allsteel, especially for office environments.
This office furniture series includes laterals, pedestals, personal files, bookcases, overheads and personal towers, which can allow you to create just the space you are looking for.
Essentials also integrates well with panel systems and can be used nicely with a wide range of designs.
Among some of Essentials’ characteristics are:
- Solid Construction: Since this furniture are made of steel they provide long-term durability over time because of its solid construction.
- Durable Finish: The surface is also durable and strong as the structure. You can choose from a variety of colors with a baked-enamel finish that will add even more durability.
- Effortless Operation: Every drawer moves smoothly and quietly on a telescoping ball-bearing suspension, regardless of the weight of its contents.
Are you looking to optimize your storage and filing system in your office to have a more productive environment? Manhattan Office Design is available to be your advisor and best support in your project. You are not alone in this, don’t hesitate, and get in touch with us, we’ll be more than happy to help!