For small businesses, finding enough space to file important paperwork can be a challenge. One way to overcome this obstacle is to convert a closet in your office into a filing room. Once you have identified a closet for this project, you can use the following tips to help make the most of this small space.
Open Shelf Systems
When space is limited, open shelf systems are an ideal choice for organizing files. Choose tall, open cabinets to make the most of vertical space in the closet. You may need to be strategic about placement to ensure there is room for you and your staff to enter the closet when retrieving files. One option is to line the two side walls with cabinets, leaving the back wall open. This allows you to access files on every inch of the shelf space. For an open system, you'll want to use end-tab file folders with color-coded labels. These folders eliminate the need for drawers with labels, as each folder will have the name, date, and other important information right on the side.
Cascading Document Holders
For more frequently accessed paperwork, cascading document holders offer a smart storage solution. These wall-mounted organizers can be attached to the inside of the closet door, making them easy for all your staff to access. You can stack these organizers from the top to the bottom of the door for even more document storage space. Look for color-coded designs that let you sort paperwork by priority or document type to help streamline the filing system. You can also use these holders for refiling tasks. Instead of relying on staff to place files back in their appropriate space on the open shelves, have them place the files in the document holder. Assign one person to the task of refiling every day to ensure your paperwork stays neatly organized.
Sliding Door Cabinets
If you need to keep documents secure and out of sight, cabinets with sliding doors provide a good alternative to open shelves. Look for cabinets with locks to help secure sensitive paperwork. You'll also want to make sure these cabinets are constructed from a sturdy metal to withstand frequent door opening and closing. Each door can be labeled for quick reference so staff can easily find needed paperwork they need throughout the workday. These cabinets are also a great option if you need flexible storage space, as you can use empty shelves to organize office supplies.
Vertical Files
Large closets provide a bit more flexibility for different types of cabinets. If the space allows, consider vertical filing cabinets. The large-capacity drawers provide abundant storage for offices with vast amounts of paperwork to keep stored away. Each drawer opens to allow full access to all the folders contained within, so there's no digging to get to paperwork stuck in the back. A full cabinet can be heavy, so be sure to choose a vertical file with anti-tip hardware and drawer lock mechanisms for added safety in your office.
Contact a company that sells office filing systems to learn more.
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