Organize your file system

This topic I believe will be an interest when we it concern on filing system in our working place.Most multi national company have an advance filing retrieval system for their documentations.Some still use the traditional filing where for some they prefer to go digital.As you know in manufacturing environment with ISO and TS requirement and government requirement as well, some documents had to be stored up to 7 years.This sure will be a lot of papers and I do wonder if this are equivalent to how many trees?


So how to organize them? If you have a system that's good but I would also like to share,just for info's and knowledge.

As time goes by, you get more documents to organize. It is mostly due to the more assets you acquire. It is the same when you acquire more liabilities. You get more statements whenever you deal with banks, buy a house, start a business etc.

There will be a time when you feel overwhelmed by all the papers, receipts, documents, catalogues, magazine etc. Those clutters make your life complicated.

Here, are some of the way that I believe might help.You may not agree with this methods because you may already had a filing system that’s working fine at this moment. Read on to find out how to reduce the amount of papers especially at working space. These are the three principles that needed when it comes to organizing files.

Go digital

The first step to make your filing system easy to manage is to reduce the amount of paper you need to keep. The most effective way to reduce paper is to go digital. Simply scan the important documents and store them in your computer.When things are stored in digital form, you can send them out easily by email. Whenever you need a hard copy, it is just as easy as hitting the print button.

Go online

After getting most things in digital form, it is now time to get online. Storing files locally in your computer bear a risk. Whenever your hard disk crash, all copies will be gone permanently. No matter how many backup you made on CD or thumb drive, there will be events that destroy all your stuff. For example, think of flood and fire.

By getting online, you can get a lot of documents on digital form at the first place. The most frequent documents sent by post are banking statement such as credit card and mortgage statements. Some banks even force their customer to receive e-statement nowadays, which is really great for the environment and also to simplify your life.

By getting online, you should save your document online. The most important feature is the powerful search function.

Easy search

The best part of getting online, and backup your copy with online storage is that you don’t need to categorize the files or organizing folders anymore. The reason I say so is that we are all used to the search function of the Internet. We are no longer used to the Yahoo way of clicking on directories. Whenever we want something, we simply type in the search box.
Evernote and Gmail have very reliable and quick search function. It is a lot faster to search than clicking through directories. This allows you to save the time spent on looking for your documents and info needed.

Conclusion

You may reduce your current physical documents down to merely 10% if you go digital and online. At the same time, you also reap the benefits of being able to access, find and search your files anywhere, anytime conveniently.

So what’s the filing system you use now?

Filing system is necessary in our daily working life and also at home.At home I do have a cabinet full of documents and belive you also face the smae situation I guess.You know bank statment,bills,payment receipt ect.ect.....and if all this can be digitalize life become easy.I bet you agree with me.Papers,papers and papers everyway which is not enviorement frendly.