Ideas on how to organize papers
- Ideas on how to organize papers
- What is the best way to archive documents?
- Where are important papers kept?
- How to organize family documents?
- Sorting documents
- Where are the documents filed?
- What are the family documents?
- How to file invoices and receipts?
- How to organize papers in an office
- How are invoices stored?
- How are electronic invoices archived or stored?
- How should invoices be filed in a company?
- Document Archiving Ideas
The first step to know what we need to file is to check all the inboxes at home or in the office. To see what they are keep an eye on our Week 15 post “How to manage paperwork”.
It is important to know where we keep the file. Both at home and at the office we must have a specific place for filing invoices, important documents, contracts, tax returns, etc. We all know that both at home and in the office we have a large volume of paperwork that, if not kept in order, accumulates until we reach a point of no return. When we reach that point, we don’t even know where to start tidying up.
Don’t forget to mark everything with its name. It won’t do any good to sort all your files if you don’t know where to find them later. Use blank labels to write the name of each item or use a sequence of colors. For example, blue for water, green for light or orange for gas.
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What is the best way to archive documents?
Using a temporary warehouse is the safest, easiest and most effective way to ensure that all your documents are properly stored. This is because the warehouses are properly monitored and the documents are stored in sturdy areas.
Where are important papers kept?
Ideally, these hard-to-replace documents should be stored in a fireproof, waterproof, and burglary-proof safe or home safe. Other important records can be filed at home or carried in your wallet or purse.
How to organize family documents?
Basic recommendations for organizing a personal or family archive. 1. Identify, select and eliminate: the first step is to identify what we have in our file, separating those documents that we are going to keep from those that we are not. Because not all documents have the same importance.
When it comes to filing papers, you also have to divide them into two categories: papers that should be kept forever and those that you will probably get rid of because they are no longer needed, receipts to be paid, etc. In relation to the papers to keep, you also have to make a division between those of frequent use, such as study or work notes, and those of occasional use, such as insurance consultations, work contracts, policies and so on.
In this accordion-shaped sorter you can divide your files into 24 compartments over 3000 sheets, ideal for those who are studying and need to organize notes. The file organizer is sturdy, so you can carry it with you at all times. Besides using it for documents you use every day, it is a good option to keep your bills or other occasional papers.
Where are the documents filed?
They are usually filed in turn in folders or boxes that are placed parallel to each other. Horizontal filing: Documents are stored flat, one on top of the other in folders, boxes, binders or drawers. This type of filing is valid in the case of having to file few documents or when it is a question of plans or maps.
What are the family documents?
Family papers include diaries or personal histories, financial records, letters and cards, school records or certificates, and legal documents. In some cases, these documents are important only to our families, but in others, they may have value to our community.
How to file invoices and receipts?
FILE: Use an AZ binder if there are few invoices. If there are many invoices, better use hanging folders, each folder being a customer or a supplier. At the end of the year: you take it to a final cardboard file and the AZ folders are left empty to be replenished with next year’s invoices.
How to organize papers in an office
This data confirms that losing a document can mean redoing hours or even days of work, with the economic cost that entails. Therefore, in this post we are going to list the 10 best tips for you to know how to organize digital documents easily in your company.
However, the digitization of paper documents has not simplified the task of archiving and storing them. On the contrary: saving and organizing our digital documents is perhaps even more complex than before.
Therefore, companies must put in place systems to show how to organize digital files to ensure that all their information is orderly and up to date. It is also important not to neglect other features of document management that are essential nowadays:
There are many softwares on the market that make it easy to organize digital documents. But in this post we want to talk about ten key recommendations on how to organize digital documents that are independent of the document management software you decide to use.
How are invoices stored?
In accordance with current legislation, invoices must be kept in their original content and in an orderly manner, so that scanned or photocopied invoices will not be valid. However, they may be kept both in paper and digital format, provided that we can guarantee their authenticity.
How are electronic invoices archived or stored?
There are two types of storage for both the sender and the receiver. Both have the same legal value. The issuer generates and sends the invoice in paper format, the issuer scans the invoice with a scanner approved by the AEAT and stores it in digital format.
How should invoices be filed in a company?
They should be kept in sequential order, by the number assigned in Accounting from 1 to 9999999999…., never in alphabetical order or by vendors or in the separate folders, because of the difficulty in finding them when needed.
Document Archiving Ideas
Coming up with an organizational system for all the papers in your life takes thought and planning. And making use of it takes time and effort. In the short term, letting the papers pile up is much easier. But in the long run, doing so can become a headache.
Taking the time and effort to develop a systematic way to organize your papers is going to decrease the stress and hassle in your life. Try the following strategies as you create your filing system.
Don’t skimp when buying a filing cabinet: Invest in a good quality filing cabinet. Low-quality filing cabinets tend to break when push comes to shove. When your files are larger and heavier, their weight can deteriorate an inexpensive file cabinet and make it difficult to open the drawers smoothly, or at all. Try to look for a file cabinet that doesn’t make your room look unpleasant and cluttered. Many office filing cabinets are large and, frankly, unattractive.