How can I store my papers efficiently? Guide and tips

Do you tend to leave piles of administrative papers on your desk at home or at work? Discover our tips on how to organise and store your documents efficiently. In your places? Done, done, done!

Why is it important to keep your papers tidy?

Because it is much more than just a matter of organisation! By sorting and tidying your papers efficiently, you help create an environment conducive to productivity and well-being.

Reduce stress and increase productivity

It may sound suspicious, but there is a link between clutter and stress. First, a pile of paper on a desk can create a negative impression at work and show that you are messy. Secondly, it can quickly become a source of tension and stress if you need to look for an important document and can't find it. By installing a paper storage system, you can eliminate the stress associated with this frantic searching and create a workplace synonymous with concentration and productivity.

Secure your important documents

No one is immune to loss, theft or damage (water damage, fire). To minimise risks and protect documents that may contain sensitive or strictly personal information, the best solution is to use secure storage solutions such as a small safe. Secure servers or companies that offer storage units equipped with state-of-the-art security systems offer additional security for all your important documents.

Making documents easier to access and retrieve

There is nothing more annoying than turning your desk upside down looking for a document! The solution lies in a well-designed filing system that provides quick and efficient access to the documents you need. Meticulous organisation contributes to better time management and greater efficiency in day-to-day activities.

Note: the use of coloured bookmarks allows for faster visual navigation.

How do you sort and organise your papers?

Step 1: Limit paper mail

Before you start the Big Sort, ask yourself if it is really necessary to have a paper version of all your documents. Opt for digital versions whenever possible. This option has a number of advantages, including: less clutter, less paper consumption, access to documents wherever you are on the planet. If you go paperless, make sure you set up your online notifications properly.

This first step not only reduces the amount of paper you have to handle, but also gives you the chance to manage your documents in a more responsible and practical way.

Step 2: Sort it

Sit down and take some time to decide whether every document in your possession is relevant.

Outdated documents, such as invoices, can be thrown in the sorting bin or in the paper shredder for the more confidential documents. Documents that require immediate action or future reference can be kept. In short:

• For documents you need often: group them in a letter tray
• For documents that need to be archived: classify them by category and place them in labelled binders. Some documents, such as contracts, need to be kept long-term, depending on their importance and legal status.

Step 3: categorise and prioritise documents

Now we come to a crucial stage: categorising documents, or the cornerstone of a successful filing system. And that's everything!

Start by sorting your papers into different categories, keeping in mind the nature and use of each category. Then comes the prioritisation phase. Rank these categories according to their importance. Identify those that need to be consulted quickly and often and those that are more occasional but need to be kept for the long term.

You can also use a chronological filing system, ranking your papers from oldest to most recent. The aim is to find your documents at a glance.

To help you with your task, you can use different colour binders for each category, which you can label. The colour-coded approach will be a great help in organising efficiently.

Another suggestion: you can use bookmarks to mark important sections in your binders and post-it notes to remind you of tasks you need to complete.

Step 4: Choose the right storage tools

Now that you have sorted your papers, you need to put them in the right storage devices. You can :

• Filing cabinets: these are just perfect for organising and storing the documents you often consult. They contain perforated sheets or transparent compartments into which you can slide any kind of paper. Choose binders with sturdy rings. To find out more about all the models available, check out our full guide to file types.
• Archive boxes: these are especially useful for archives or documents you need to keep for a long time. Choose boxes that are resistant to moisture and dust, so that your documents will be well preserved even after some time.
• Hanging folders: often modular, these office supplies maximise space in your cupboards or shelves and make it easier to organise and access documents.
  
  

Tips and tricks for flawless organisation

Paper management routine

If you want to tidy up efficiently, it is essential to set up a routine for sorting your papers. Make sure you set aside a weekly session in your diary to sort, put away and file your new documents. This routine will prevent everything you don't want - a chaotic accumulation of papers in your workspace! Create reminders in your diary or on your phone to make sure you stick to them.

Storage and archiving solutions

Want to save space on your desk? Switch to digital storage. Scan your documents and store them on your computer, an external hard drive or an online storage space such as the Cloud. Rename them intelligibly and categorise them in specific folders. And of course, don't forget to make backup copies, just in case.

Good to know: keep in mind that some documents should still be kept on paper.

What should I do with sensitive and outdated documents?

Sensitive documents mean data protection and security! You can opt for lockable files, a special locked cabinet or even a safe.

Unfortunately, if you throw this kind of paper in the trash, you are not safe from a malicious person who could get their hands on your information. To improve the security of these documents, you can replace open sorting bins with locked containers.

For outdated documents, it is best to use a paper shredder or contact an industry professional.