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Lesson 7. Organizing Your Office > The 30-Second Recap - Pg. 33

Organizing Your Office 33 Remember to take frequent vision breaks throughout the day. Re-arrange your task lights if you find yourself straining to focus when looking from desk to screen. Tip When filing, different types, color, and sizes of folders can be used to maximize the orderly placement of files. Filing Systems Develop a system that saves time, whether for personal, staff, or department use. Plain English Document management is the system of converting and organizing paper-based informa- tion to make it accessible via the Web and corporate intranets. The process may include optical character-recognition software (OCR). Smaller filing systems can be coded by one color for each major category, with up to 11 colors available on the market today. Larger systems can use colors to subcategorize major categories. Other points to consider include these: · Place files subject to constant use in hanging file folders for ease of movement and extended durability of the folder. · Use expanding files as working files when constantly sorting, using, and moving files for project or client use. · Use color-coded expanding files for quick identification when several projects are underway simultaneously. · Use a labeling starter/supply kit, or precut and packaged labels and a label software application, in your word processor software when tagging file folder tabs. Caution Never hand-write office file titles. Not everybody can read your handwriting, and the label system means orderly, easily accessed files. Smead and Avery offer labeling systems and supplies that cost from $6 to $20 each. Smead, Pen- daflex, and SCM are the more common brands of folders by size, color, and function. Prices vary widely, but per-unit cost of folders is reduced with bulk purchases. Tip Important, everyday files should be kept in a desk drawer or desktop holder. Filing Cabinets Implement filing cabinets and storage shelves according to the nature and type of item to be filed and stored. Store stackable office supplies in shelving units that allow visibility and easy access. Select cabinets by need, function, and location. Use four-drawer upright or lateral units for large filing systems. Use two-drawer lateral units when space is at a premium, and use wheeled units for mobile files. Color filing cabinet labels by type or function. Use magazine files for storing your industry publica- tions. Label these files by name and dates of publication to be found in each file. The 30-Second Recap · How you position office furniture impacts productivity.