Even though the world is largely digital, almost every business and office in the world still has to deal with documents and how to store them. As time goes on, it can become difficult to remember when something was stored in the cloud or in the filing cabinet. Having a good system for organizing and storing documents will make the process of finding them easier. Learn what documents you need to keep in the office and the best tips for organizing them below

What Documents Should be Kept in the Office?

Start with a plan for your office documents and make sure everyone knows which documents need to be saved. While this may vary some depending on your industry, there are a few staple documents that are generally the same across many offices. 

You should save all your tax documents for at least three years after filing them, since this is the typical amount of time needed for an audit. Next, entity documents are handy to hold on to, along with your EIN number and business plan, so you can review your goals annually. 

Similarly, financial documents are always needed again and again, so keep any invoices, bills, and monthly financial reports. Make sure you save your lease in a safe location for your offices in case you ever need to reference it. Lastly, human resource documents, including employee records and information, need to be well-protected. 

How to Organize and Store Documents 

While many documents can be stored digitally, it’s often necessary to store physical copies of certain papers as backups. A filing cabinet is the easiest way to organize documents and find them without problems. Create a system that makes the most sense for your company, whether it's organizing by type, name, or year—or incorporating all three categories within a single cabinet. 

Once you set up a logical system with categories for the filing cabinet, your team will be able to keep it going without losing papers along the way. For sensitive documents, keep them in a filing cabinet with a lock that can be stored in a safe room that is only accessible by certain workers. 

If you are looking for a filing cabinet or other office furniture, reach out to Fulkerson Services in Fairport, NY. This family-owned and -operated company has over 37 years of experience with new and used office furniture. Not only can they furnish your office, but they can also help you move locations and develop a new office layout. Call (585) 223-2541 to speak with a team member and request a quote, or visit them online to learn more about their services.