Developing the skill to handle a large amount of information and important documents starts with a strong organisational foundation.
Some people say that in today’s world it is more important to know how to look up information that it is to actually know it. While that may not be completely accurate, it does illustrate the importance of being able to collect and find important information. That is seen clearly in the field of law. Lawyers need to be able to collect, organise and glean important information from an abundance of raw data and resources, which is a skill that is often overlooked.
There are several items that can help you better organise your office. Here are 3 things you should consider to organise your work space:
- A security safe or cabinet that can help you organise office files in a secure location.
- A paperless office system. The less physical paper you have to keep track the easier organisation will be, as long as you keep backups.
- Proper document disposal like a shredder or an incinerator.
Safe and Secure Filing
One of the first steps in proper office organisation is to set up a comprehensive filing system. Most law offices handle many important documents every day. Plus, each case may involve research that adds more to your office’s paper circulation. The only way to keep order and security is to set up a system of filing. For important documents, you should use a safe or a security cabinet. If a stolen document could compromise a case, your client or the firm, it’s best to place it under lock and key.
A security cabinet with fire resistance is ideal for the most sensitive items. For example, Phoenix FireFox SS1622K security cabinet can protect items from burglary. Plus, it can keep paper documents safe in a fire for 120 minutes and digital devices for 60 minutes.
A Paperless System
With environmental concerns in mind, many businesses are going paperless to reduce their consumption of tree products. The truth is, however, that businesses have a lot more to gain than a clear conscious from going paperless. You can save money on paper and ink and save time by moving to a more efficient electronic system. Of course, it can be difficult to maintain an office without using any paper at all. Many lawyers prefer to use the physical copy, especially while in court, but for simple daily documents, try to keep them digital. Use external hard drives or digital back up devices to organise archives. You can even get a laptop security cabinet that is designed to hold multiple electronic devices.
Proper Document Disposal
A law firm may have to dispose of some very sensitive or private documents. There are many ways to properly dispose of sensitive items but simply tossing them in the bin is not one of them. Make sure you shred or destroy anything with private information on it. A shredder is an excellent item to have in your office but it is also suitable to toss the shredded documents into a fire. Some thieves have been known to assemble information from even shredded documents.