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Cheap Suspension Files Don’t Keep Your Documents Hanging

by scottkhevin

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Do paper literally fly around your house? Do you often find bank statements inserted between the paperbacks in your bookcase? Do you know how long you need to keep those tax records and where to place them? Or are you at a lost on where you could’ve probably placed your passport? If you’re going through these woes and they happen quite often, there’s obviously something you need to work on: organising your paper files. Good news: Euroffice is offering a solution that’s tailor-made to your problems and it comes with a price tag that won’t break the bank: cheap suspension files, or sometimes called hanging files.


But before you go online and order those very reliable file storage tools, proper identification of the nature of the files is needed. Paper, paper, and more paper easily come at you even when you don’t notice them: your kids’ school reports, medical details, car registration, investment papers, bank statements, weekly magazine subscription, and a lot others. More will come when you least expect them. Keeping these documents all piled up on top of the table under a paper rest is too risky as they can easily mixed up making their accessibility harder especially when you want something urgent, you need to look at the files one by one, and time is of the essence. Paper files are also the most guilty when it comes to the clutter crime. Lastly, leaving files behind can lead them being misplaced or worst, lost. To look for missing important documents is too stressful so spare yourself the trouble.


Self-help books and organising gurus both recommend that you allot a space in the house for a permanent storage of these paper files. Putting up a steel filing cabinet complete with cheap suspension files inside where you can keep your important documents is a solution that is ideal as it is practical. Each file has clear plastic tab and label that can be written on for proper organising and easy access. It is best judged if you know how it works: Manufactured just like a folder, it has an open end at the top where paper sheets or files can be inserted, and then they would be suspended from two parallel runners by hooks that produce horizontally from the top corners of the file. Since there’s much space, several files can be suspended from the same runners. For proper labelling of contents, tabs can be attached to the top of the files. When they’re placed side by side each other in a steel filing cabinet, all you need to do is to run your fingers through the files to find what you’re looking for.  


Two Useful Faces of Cheap Suspension Files


There are two main sizes of cheap suspension files to choose from: the A4 suspension files and the foolscap suspension files. While both are ideal for file/document-saving purposes, they come in different sizes and measurements. Their vital stats say it all. For A4 suspension files: 350mm – width of the file and bar; 300mm – width of the card; 240mm – height of the whole file and bar; and 230mm – height of the card. For foolscap suspension files: 407mm – width of the file and bar; 360mm – width of the card; 240mm – height of the whole file and bar; and 230 mm – height of the card. Ideally, the foolscap file is bigger so it is perfect to be paired with office filing cabinets and larger pedestals. This means, it can be stored with more files and documents even if their size is bigger than A4. The smaller one but is also the most commonly used nowadays, the A4 suspension file, is typically ideal for desk high units and filing cabinets commonly used in offices.


A Perfect Combination at Work


In case you have set up a home office to closely monitor the workings, dealings, and earnings of your business, the use of suspension files along with a filing cabinet is a perfect combination whose advantages can definitely give you added ease and more productive work. Here are some guidelines and tips you can do:

            * Insert one manila folder into every suspension file.

            * Never overfill the manila folders. Use more suspension files and manila folders as your reference files grow.

            * Every suspension file requires a label on its tab and an identical label on the manila folder within it.

            * Only remove the manila folder when using a file, never remove the suspension file.

            * Use one colour of suspension files for all your reference file categories. Make it a different colour to your recurring action and project files to make for easy identification.

            * The tabs within each category will sit directly behind each other. Each category should then be staggered across so you can easily see where each category begins and where it ends.

            * Use a label maker or hand print in dark ink to clearly name files on both the tabs and on the manila folders. For ease of reading, use Title Case.

            * Place items into the manila folder in reverse chronological order with the most recent at the front and the oldest at the back. Place the manila folder into its suspension file. When adding new items, always add to the front of the file.

            * You can place files within a category in alphabetical order or by order of importance to you.

            * When filing items with people’s names, use an alphabetical system by surname (e.g. Smith, Mary).

            * Once set up, create an index of the contents of your filing cabinet by category and items within that category. Keep this in the first suspension file at the front of your filing cabinet’s top drawer. Name it “Filing Index.” Place a copy of this sheet in your ready reference file.


File Storage That’s Complete Even If Something’s Missing


If you’re thinking that having no filing cabinet is a big problem or you only need two to three cheap suspension files instead of a large collection to make an entire system of storage, you need not fret. It only means that your paper file is not that huge and organising them is just your easy, intuitive way to store all the different kinds of paper that you want to keep handy. If most of these paper files require no further or urgent action, you can file them as “Reference Paper.” Unlike those considered “action paper” needing urgent action and must be put in easy-to-find-yet-secure file boxes, those under the Reference Paper” category need a more permanent storage tool. With permanence, there must also be safety and protection from risk factors – like heat, humidity, house pest infestation, rain, dusts, and others – that usually affect the condition, integrity, quality, readability, and credibility of your paper files. Placing your files inside plastic storage boxes can do wonders since the material they’re made of is sturdy, resistant to heat and rain, and long-lasting.


Organising personal documents, per se, is a tough job. Add to that the business-related pieces of documents, bills, statements, and others that must be highly valued and set aside to be produced later on with ease. Sounds more challenging? It must be, but with the guidelines enumerated, you can move further with your organising endeavours. If you want it done professionally albeit lacking in aesthetic qualities (as more users claim, though they’re contented nevertheless), you may want to purchase one of the best-selling products in the Filing and Archive line of Euroffice: the 5 Star Suspension File Manila Heavyweight with Tabs and Inserts Foolscap.


As proven by its contented users, this 5 Star product absolutely makes for an ideal cheap suspension file for home and even office use. And when Euroffice says it’s cheap, you’ve got to trust them because they’re living by this motto: “We won’t be beaten on price.”


Come to think of it, cheap suspension files don’t keep you hanging in mid-air with unfinished business. Rather, they provide you an all-out, dependable, and reliable file-keeping capability which will make you say with pride, “Let those paper files come. I’m ready for them.”

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