Along with the usual vows to eat less and exercise more, my New Year’s Resolution is to be more organized in 2013. My first target is my filing system. One of the best ways to bring some order to a system is shift old file folders into file storage boxes. Using file boxes to create an in-office archive frees up file cabinet space and protects important documents.
We offered tips on adding file storage space with file boxes last month. This is the perfect time to tackle the project, and not just because of the industrious fever of the new year. These are the last days to take advantage of the Bankers Box mail in rebate for cash back on file box purchases. Free money — the best type of positive reinforcement! So download your rebate today and reward yourself for getting organized in 2013.
File storage boxes are a great way to free up space in your file cabinets and archive documents you don’t need to consult every day, but can’t throw away. You need to think about 3 things when choosing your file:
- How much you need to store
- What types of items are you storing.
- Where you’ll keep your file boxes.
We’ve got a detailed buying guide up at OnTimeSupplies.com, but here are a few basic guidelines.
Metal Storage Boxes
Metal storage boxes are extremely durable and lockable. They are the best choice for secure storage of sensitive documents.
Plastic File Boxes
Plastic file boxes are the best choice for transporting documents. Plastic boxes are also moisture resistant, so they are great for archiving & protecting documents in less than ideal environments, such as garages.
Cardboard file boxes are the most common, inexpensive and versatile option for archiving files. You can get them in are range of strengths so you can store a little or a lot. You can also choose from a range of lid closure styles depending on how often you need to get at your stored documents. You can find more information on cardboard & other file box styles here.
Try a New Year’s resolution you can keep this year. Resolve to be more organized in 2013. Office Ink shows you a few ways to keep that resolution.
Declutter your desk with desk files.
Can’t see your desk for all the paperwork, files and memos? Get yourself a step file and a few colored file folders and declutter your desk. 3 ring binders are another great solution for desk clutter. Armed with a stack of binders, a hole punch, some index tabs and sheet protectors, your can clear the clutter from any desk. More tips on decluttering a messy office desk here.
Free up file cabinet space with file storage boxes.
Are you devoting a lot of your file cabinet space to storing files your rarely need to reference, but can’t throw away? Free up cabinet space by shifting old files to file storage boxes. Archive old file storage boxes
Organize files with a color coding.
Group your files into major categories, then assign each group a file folder color. Color coding makes filing and retrieving documents go a lot faster. Check out our previous post for more information on setting up a color coded filing system.
Add storage with a new file cabinet or two.
Of course, sometimes you just have to break down and buy a new file cabinet. Use our guide to find the right file cabinet size and style for your office.
Manage your time with productivity apps.
Once you’ve taken control of your files, take control of your day. There are a ton of apps out that help you better manage your time. EasyTask Manager is a great free app. Check out our guide to the best productivity apps and start accomplishing more in a day.
We posted a file cabinet buying guide a couple years (and a name-change) ago. We’ve gotten a few requests during that time to update and streamline the post. Office Ink aims to please. So here are we are with the highlights: a quick guide to office file cabinets.
Lateral File Cabinets: best for small offices; frequently accessed files.
Horizontal lateral files are take up little interior space, so they are the best choice for small offices. Lateral file cabinets are available in a wide range of widths and heights. You can get lateral files big enough to divide a room, small enough to fit under your desk, or sized just right to to do double-duty as a new work surface.
Vertical File Cabinets: best for small offices; less frequently accessed files.
Vertical cabinets take up less wall space than lateral files, but they are too deep and bulky for small work areas. However, vertical file cabinets provide a ton of file storage. Use them to archive files you don’t need to get at every day.
Metal Cabinets: best for busy offices.
Metal file cabinets can take a lot of abuse, so they are best for choice for frequently accessed files.
Wood Cabinets: best for home and private offices.
Wood cabinets are usually more attractive than metal options, and relatively more expensive. However, they are a beautiful option if you don’t need to store a million file folders. Use them in your home office, or in a private office.
Check out the previously posted buying guide for a more in-depth look at your file cabinet options.