Business documents are some of the most crucial pieces of paper that you will ever encounter, and even for a small business, the number of business documents can pile up. Since you cannot simply throw these away, here are some of the best ways to keep the clutter down and get your business documents organized.
File folders. One of the most important tools that you will use is the file folder, if you are intent on organizing the business documents using the classic filing cabinet. The file folders come in short and long sizes, depending on the type of documents that you are handling. These can also be purchased in various colors. Keep in mind that when choosing filing folders with different colors, the colors should be used to optimize how you organize the business documents. For example, you can use white folders for income tax returns, blue folders for warranties, et cetera.
Headers. Make sure that you create headers for the various types of documents. The headers or the labels can be written on the tab in the folders, although you can also write these in the front part of the folder. The tabs in the folders, however, are some of the best places to write the header since this will allow you to easily peak into the header without having to pull out the entire folder.
Creating copies. Some documents, however, can be stored digitally. If you have certain business documents that you can afford to digitize, do so. This will prevent you from accumulating too many business documents. To do this, you will need a scanner. Connect the scanner to the computer and use it to create scans of your document. Usually, the scanned documents will be saved as image files, such as JPEG.
Converting the image files. You can, however, transform the image files into PDF by printing these using the Adobe Printer, which will convert the files into PDF files. Once these are turned into PDF files, you can then use text analyzing tools to scan the text in the PDF files. This will allow you to quickly copy and paste the text from the PDF to a word document, so that you will no longer have to retype all of the text by yourself.
Organizing. Just as you organize your hard copy business documents in the filing cabinet, you also need to organize the soft copy of the documents into folders. If you want added protection, especially if you are dealing with sensitive information about your company or your business, you should also encrypt the files. One of the free file encryption programs that you can use is True Crypt, which provides a good level of protection for free.
Finally, you can also consider burning CD or DVD copies of the important files and documents, as backups. Keep in mind, however, that the DVDs should be stored away from sunlight and away from acidic environments that can destroy the disc. With these steps in mind, you should be able to organize your business documents and keep them accessible and safe.