Smartly Organise Your Files and Paperwork
Table of Contents
It is essential to neatly organise files and paperwork so that they support your work and boost efficiency. Here’s how to set up a filing system that works seamlessly with Cube Self Storage.
1. Opt for a filing cabinet
Avoid storing files in briefcases or plastic bags as the larger the number of documents, the messier and more time-consuming it will be to go through and organise them. Based on the characteristics of your business, adapt the appropriate ideas to record keeping:
- Documents should be kept in file folders with the assistance of paper clips to prevent stains or wrinkles
- Arrange the files that are not frequently used in the farthest corner
- Documents that are used frequently should be placed on easy-to-access and searchable shelves
- If the office does not have much space, a standing or vertical file cabinet would work best
2. File classification
Records classification is important as a good system will result in easier sorting and checking. Cube Self Storage suggests you to categorise as follows:
- By project: Projects related to each other should be stored together
- By subject: Similarly, documents with the same subject, e.g. contracts, reports, accounting, etc. should be placed next to each other
3. File arrangement
Depending on the characteristics of your business, you can arrange documents and records in the following ways:
- By time: Divide by month, quarter, first 6 months, or last 6 months of the year, etc.
- According to the alphabet
- By nature: E.g. normal profile – secret file – top secret; or unresolved – in progress – resolved – backlog, etc.
4. Create a directory
Thanks to the list, we can organise the files and paperwork neatly. Then, it will be checked and looked up any document very quickly. It can be done in Word or Excel sheet for searchability, and it should also be updated regularly.
5. Recordkeeping
Each file should be placed in a certain location for easy checking. Scan the files or documents to avoid losing the originals. Again, all documents should also be updated, checked and adjusted periodically.
You can choose what works best for your business to build a smart, efficient filing system. With unrivaled industry knowledge in countries such as the UK, Malaysia, Hong Kong, and Vietnam, Cube Self Storage provides bespoke storage solutions that meet the specific requirements of all clients, including paperwork, documents or important records, etc. storage for your business, as well as personal storage for you and your family.
Address
407A Kinh Duong Vuong, An Lac Ward, Binh Tan District, HCMC
cs@cubeselfstorage.vn
Office Hours
Mon to Sat: 8am – 5pm
Sun: 8am - 12pm
Our Locations
- Lot D1 & D2, Road N3, North Commercial Area, Tan Thuan EPZ, Tan Thuan Ward, HCMC
- Registered Address: Regus Me Linh Point Tower, Floor 6 & 7, No. 2 Ngo Duc Ke, Sai Gon Ward, HCMC
