A well-designed office filing system makes it easy to find documents quickly and ensures you have crucial information on hand. Each company has its system, and it’s best to start with the basics. Here’s how to use filing cabinets and other storage options to organize your workplace.

What Documents Should You Keep In the Office?

It’s crucial to have financial records, and you’ll generally want to keep all documents from the previous seven years. Tax records, receipts, bills of sale, and payroll information will ensure you can address an IRS audit or answer questions quickly. 

Bills of sale, ownership, receipts, and invoices should also be kept. You never know when you’ll need a small bit of specific information.

Hold on to your entity information as well. This paperwork includes your business plan and official register and approval to operate. Keep investor contracts, annual licensures and renewals, and office leases.

HR documents are also important for your employees’ privacy and records. Having contact information, payroll, and other personal details makes it easy to manage your team and connect. If a former employee requires copies of these documents, you can pull them up and deliver them.

How to Organize Office Files

Start by purchasing lockable filing cabinets and workstations with drawers. Determine how many to buy based on the quantity of paperwork you’re keeping.

Separate items into categories, such as “Client Contracts.” Then, create subfolders for each client. Consider using colored folders or stickers for document types to make them easier to find.

You can also purchase filing cabinets for active and past accounts. Organize each drawer chronologically, and don’t be afraid to over-label. The more specific you are, the easier it will be to find a hotel receipt from a business trip or former employee’s phone number.

Backups are also important. Make copies of documents and store them in a separate place. If a filing cabinet is destroyed in a flood or fire, you’ll be covered. You can also back up documents to the cloud so that you have digital copies.

If you’re looking for new filing cabinets and office furniture, contact Fulkerson Services. This store has supplied businesses in Rochester, NY, for over 37 years. They carry a large selection of premium products, including cubicle workspaces, office chairs, and used office furniture. Call (585) 223-2541 to speak with a sales associate, or visit them online to learn more about their services.