For the set up of a repository for important information both the type of the information to be stored as well as the efficiency of the filing need to be considered.
Type of the stored information:
Due to the different nature of the information, it is hardly possible to create a single repository for all information. Theoretically it is possible to print all electronic documents and emails, and store them with the paper documents. Conversely, you can scan all paper documents, and thus put them in the same repository as the electronic documents and emails. Since both variants would also mean a high effort, it makes more sense to create for each of the three types of information their own storage.
For the filing of paper documents we found that signature or order book that you find in any stationery store are very applicable. In these you can file invoices, writing, manuals, newspaper clippings etc. and sort them by 20-30 subjects. The sorting of new documents can be effected quickly and efficiently. Browsing through the signature folder you will find the different subjects quite easily.
Since it is only possible to file max. 15-20 pages / leaves per subject area; the signature folder can also be used as an intermediate filing, until more pages are collected. Then it pays to store these permanently in folders or boxes.
Likewise suitable as a shelf for paper documents are suspension files. Also in these documents can be sorted quickly. Compared with the signature book the suspension files are also suitable for larger documents or brochures.
Files have always been used as shelves. However, the sorting requires more work, so that files fit best as final shelf for paper documents. The filling of the file will be done either by sorting the documents from the shelf basket, which acts as an intermediate filling, and in which different types of documents have been collected, or by clearing the signature folder. It is important to label the files clearly, and, if necessary, implement a dividers separate the inside.
For the storage of large paper documents (up to DIN A2) files otherwise used by illustrators and graphic artists are suitable.
On your PC or Mac there are both self-created electronic documents as well as documents received from others. They are stored within the electronic folders in Windows Explorer or Finder.
With the search functions of the operating systems it is possible to find also documents stored in a more unstructured manner.
However, nowadays, many of us have not just one computer in use. Therefore it makes sense to create a central repository for electronic documents, which can be accessed from all of your computers - including from home and from the office. And ideally you can access your data completely independent from everywhere by storing your data in the so-called cloud within the Internet. While you're able to set up a central data repository in the form of a Network Attached Storage (NAS) server at home, a large number of service providers offer an online data storage on the Internet.
In this online data storage you can create electronic folder like on your local PC or Mac. In this folders you can then up- or download your electronic documents from or to your PC.
