Maintaining order in an office filing cabinet can be a challenge. Paperwork doesn’t always end up in the appropriate folders, and accumulation can reduce space. However, with a few simple techniques, you can create a system that’s easy to navigate.

How to Keep Office Filing Cabinets in Order

1. Remove Obsolete Files

Keeping paperwork that your company doesn’t use increases the clutter in your office. Go through each cabinet once a year and sort out any outdated documents. Set aside those that should stay and shred what you no longer need.

2. Separate Current Files

filing cabinetActive files are ones that pertain to a specific project and are used often. Permanent files are used less, but must be kept for tax and legal purposes. Separating the two will reduce the amount of time it takes for employees to search the cabinets and find the documents that they require.

3. Color Code

Make it easier to locate a file by designating colors for each major category. Sort each file into the correct colored folder or divider. Help coworkers become familiar with the new system by posting a few copies of the color-coding system on a nearby wall.

4. Create Labels

Labels provide a way to identify each folder. Labels can also help those who aren’t familiar with your organizing system find what they need. Make sure the label tabs are visible by placing them at the top of each folder.

5. File New Items Immediately

Any incoming documents should go directly into the filing system. Not only does this increase productivity, but it also helps keep your records organized. When every file is in its place, there’s no need to waste time looking for a particular item.


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