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Organizing office files can be a difficult task, especially if you have large amounts of files and documents, but it does not need to be a painful process.
Give yourself enough uninterrupted time to organize your files so that you will not have to start and stop repeatedly. Divide the mass of papers and files that you want to organize into smaller, more manageable piles. Go through each pile individually and throw out or shred any papers and files that you can get rid of to reduce file space and minimize clutter.
Separate papers and files you want to keep into 2 distinct stacks, 1 for files that you need to deal with in the coming months, and 1 for files that you can archive and do not need to access in the near future.
Create a file for documents that need to be dealt with urgently so that you know where to find important documents quickly.
The monthly files are also a good place to store papers that don't really fit other categories. Throw away, recycle or shred documents that you do not need to avoid clutter in your new filing system.
Legal teams must employ adequate document security in order to protect case and client confidentiality as well as maintain regulatory compliance. We've talked about some great ways to go paperless whenever possible-especially if you find yourself addicted to the paper documents that you get in the mail-and even discussed which documents you should keep paper copies or and which are safe to go completely digital with.
Going digital where you can also comes with the side benefit of giving you the ability to easily organize and filter things like bills, insurance policies, and other documents that come via email from the institutions and companies that send them to you.
Even after you've made a point to sign up for electronic billing, scanned old documents that you know you can do without, encrypted and backed up sensitive documents, and happily hung your diploma on the wall knowing that if something happens to it you'll have a digital copy to prove you earned it, you'll still need to organize the paper you have lying around. Additionally, make a point to go through those documents on a regular basis: monthly, for example, to keep them organized.
As you go through the process of organizing and digitizing a lot of your old documents, you'll find you've built a small mountain of paperwork that you'll now need to safely dispose of. For an added bonus, station the shredder right next to your paper recycling bin, and put them both as close to where you bring the mail into the house as possible.

For those important documents where you only have one copy: like life insurance policies, wills, diplomas, birth certificates, or other very important documents associated with your identity that you would never want to lose, it's a good idea to archive them somewhere safe.
Hopefully these are a few suggestions that will help you get on the way towards taming the pile of paper around your house. Planning ahead and deciding on a file system can help you organize your files to suit your business and ensure that you will find important documents more efficiently. You may have some files for bills, maintenance or contracts, in which case you will want to organize them into different categories to be filed. When you don't have time to file right away, at least put your papers in the monthly file so you can work on things in date order. Legal professionals amass volumes of evidence, affidavits, court documents and much more during the preparation and execution of a single case.
Paper file storage takes up valuable office space, and the process of handling paper wastes valuable time.
From simple documents to images and video, eFileCabinet Online expedites case preparation and improves organization, resulting in improved productivity and client service. Old tax documents, receipts, bills, contracts, insurance policies, certificates, I have entirely too many of them, and half of them are digital copies. Between the bills that can arrive in both paper form and digital form, documents like insurance policies and tax documents that always arrive in paper form, and bills and bank statements that often only arrive digitally, we all have documents lying around in multiple formats, all of which we need to organize and keep.
It's very easy to organize all of your bills when you know the addresses or companies sending them to you, and you can create custom filters in your mail program to sort them all into a single folder, for example.
We've talked about how to make the best use of your file cabinet a while ago, but in addition to making sure you keep one folder full of documents to each filing cabinet and clearly labeling them, keep the archive documents-the insurance policies and benefit documents that you want on-hand for reference but know you won't access frequently-in the back. If you find yourself adding new items to your folders at least once a month, take that opportunity to purge older documents that you know you don't need anymore, like statements that are over a year or so old, or documents you know can be scanned and archived digitally.
A crosscut shredder (as opposed to a stripcut shredder) gives you an easy way to destroy old, digitized or unneeded documents at home without worrying about the information that may be on them falling into the hands of a potential identity thief. Make digital copies, of course, but for documents where a copy is never the same as the real thing, it's worth putting the original in a fireproof box kept in a safe place at home, or a safe deposit box with your financial institution.

That way my most precious documents are protected from crushing or fire if I can't get to them before I have to leave, and if I have time to grab my emergency bag, I can pick up my important papers as well. Digitizing and organizing go a long way, but it's just as important to set yourself up to keep the paper that you can't eliminate from your life organized. Any mistake in the handling process could result in the failure to file a critical document in a timely manner and even jeopardize the outcome of a case.
Best of all, our online filing system will significantly reduce the amount of paper flowing through your office.
Thankfully, there's hiope: let's walk through a few ways to get all of those documents organized and in similar formats so you never have to wonder where they are.
Tax returns, W-2s, and other financial documents that you need to hold on to for future reference can be scanned, encrypted, and archived with both local and offsite backups. The same is true for your insurance documents, quarterly investment statements, and other important documents: they can all be a Gmail label or mail folder away if you go digital. Save forward folders for documents that you'll access more often, like bills or statements from banks or companies that don't offer electronic copies.
You don't need to spring for a microcut shredder unless you really want to: crosscut should be sufficient, and the paper left behind can be easily recycled or used as packing material. Fortunately, cost-effective file management software is readily available that can streamline and simplify the entire document management process.
Use this process to scan and archive documents that you may need copies of, but don't want to get rid of the paper versions of either, like certificates, diplomas, and employment contracts. Keeping those documents you know you'll need in the front will save you from having to flip through a dozen folders to find a single item when you need it. Your birth certificate, passport, diplomas, and other important documents are worth at least that much, and are better served in a box like this than in the back of your filing cabinet.

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