Sorting a particular file causes a huge mess if you have not arranged your files and documents properly in a particular pattern. Therefore, it is necessary to know how to keep files upright in filing cabinet for your comfort.
Therefore, this piece of writing will explore the details of filing the documents and placing them in a filing cabinet. In addition, the discussion will also describe the different kinds of filing cabinets.
Method of keeping files upright in a filing cabinet:
There is a very simple method of keeping the files in an upright position inside your filing cabinet. So, you can take up this method by following the step-by-step guide that we are going to discuss in this piece of writing.
- Select a perfect cabinet:
First of all, you should go for a cabinet that suits your needs and requirements. For this purpose, you need to measure the cabinet’s length, width, and especially depth of the cabinet so that your files can adjust in the cabinet easily.
- Filter out your files according to your requirement:
The next step in the process of how to keep files upright in filing cabinet is filtering out the data and files. So, after selecting the size of a filing cabinet, you should arrange your files in terms of year and type.
Filtering out data Year Wise:
So, you can sort out your files in a year-wise pattern. Therefore, start playing the latest files of the current year and then adjust the files of the previous year in a regular pattern. In this way, it will become quite easier to just find the data if it is filtered in a prior year-wise manner.
Filtering out data by the Type of file:
On the other hand, you can also filter the files with respect to their type. You can sort them into sections like tax files, Medical bills files, Utility Bills files, Bank files, etc. So, such sorting is also beneficial for locating a particular file quickly.
- Start Filing these documents:
After filtering out the documents and files year-wise or type-wise, now your purpose is to place them in files. So, each file should contain documents of a particular year or particular type. Now, you can rack these files in the filing cabinets in a proper pattern.
In case, you do not file them and put the documents on each other, if these documents fall down, you will not be able to separate them easily and they will be mixed. So, it is better to separately file each type or year of documents.
- Place the files in File Folders:
While filing the documents, you should place each file in file folders inside a filing cabinet. These file folders hold the files firmly and keep them in an upright position. So, they also save the files to drop any document inside them. Therefore, you can use different color schemes on these file folders to recognize the files easily from a bunch of files.
- Labeling the Files:
The next step after filtering and placing them in order in a filing cabinet, you should also label each file. This is a very important step in the process of how to keep files upright in filing cabinet. Because, if you have a narrow-spaced cabinet, labeling will help you find the required file conveniently. In case, you have a separate filing cabinet, then you can avoid labelling these files.
- Labeling a File Folder:
Finally, after labeling the files, you should now label the whole file folder. You can put the name of the year or the type of files in that file folder. So, your whole filing system and documents will be in perfect order and sorted out.
What are the kinds of Filing Cabinets?
There are two major kinds of filing cabinets; each kind has its particular benefits and features. So let us discuss each kind of these cabinets.
In this type of filing cabinet, files are usually racked up on each other in a vertical position. It means this filing cabinet does not cover floor space, instead, it uses the height of the room efficiently. Such cabinets are perfect in small offices where you do not have any open space.
However, you need to climb every time you need a file that is racked up in the upper portion of this cabinet. Overall, a great use of the room’s height for filing and storing the files. Therefore, it is important to know how to keep files upright in filing cabinet vertically.
How are these vertical filing cabinets beneficial?
Let us discuss the benefits of using vertical filing cabinets.
- First of all, these vertical filing cabinets do not cover extra floor space. So, you can use the height of a room and maximize storage capacity.
- Furthermore, you can organize the files in a logical order inside the drawers. So this makes it simpler to locate and get documents as needed.
- This cabinet filing has a smaller footprint that allows it to fit well in tight office spaces or narrow hallways.
- Because this filing cabinet covers less floor space, it is an affordable and sustainable option.
- Finally, such vertical cabinets are available in different shapes and designs.
Lateral Cabinet filing is a method in which you have to place the files side by side in horizontal positions. Such cabinets use extra floor space but locating and taking out a file is quite simpler as compared to the vertical filing cabinet.
However, you cannot use this filing cabinet in small offices or hallways. Therefore, you need extra floor space and big offices for installing these cabinets.
How are these lateral filing cabinets beneficial?
Following are the key benefits of using lateral filing cabinets if you know how to keep files upright in filing cabinet.
- The best thing about lateral filing cabinets is wider drawers. They allow you to place more documents and files horizontally if you are not comfortable climbing heights for keeping or taking out documents.
- In these lateral filing cabinets, you get a side-to-side arrangement of files. Therefore, it is easier to locate specific documents without shuffling and checking a lot of documents.
- Additionally, The horizontal design of lateral cabinets helps you to store larger items like binders or books alongside standard-sized files.
Q. How do I stop folders from falling over?
You can stop the folders from falling over each other if you place binders on the fixed rails of the drawer’s folders. The binders actually grip these folders and under the effect of a force, these folders stay in their position. And whenever you need anything from these folders, you can find it without any misplacement of files.
Q. What are the three ways of placing files in cabinets?
One way to place the files is to keep them upright on each other. The second method is hanging the files from a point downside. With this method, you can take out the documents from the files, and the files are still hanging there. Finally, placing the box files side by side in a particular order is another best way of placing the files in the file cabinets.
Q. What is the best way to organize files in a filing cabinet?
The best way is to use the hanging files for the topic files and then you can adjust the interior documents in the subtopic file. Similarly, you should also name the dependent files alphabetically to make locating the required file easier. This saves time and hard work in finding the files. Moreover, you should update your files with time to get rid of useless files.
Q. What are file rods used for?
File rods are usually placed inside a drawer or file cabinet to get a hold of the files and documents. These rods actually provide a hanging structure for those files and documents. With these file rods, you can customize the file cabinet side-by-side or front-to-back direction for keeping the files.
In the office or at home, you need a filing cabinet to store your important documents and files. Therefore, this blog properly discussed how to keep files upright in filing cabinet and sort them out accordingly. Furthermore, the discussion enclosed the details of types of filing cabinets and their benefits.