5 Ways to Create an Office or Home Filing System
Last Updated on 19/02/2026
Whether you’re working from home or managing a busy office, a well-organised filing system saves you time, reduces stress and helps you find what you need — fast. In this step-by-step guide, we’ll show you how to create a filing system that works for your space, your documents and your workflow.
Why You Need a Filing System?
A disorganised workspace costs more than you think. According to a McKinsey Global Institute report, employees spend on average 1.8 hours every day searching for information — nearly 9 hours a week lost to document chaos. A clear filing system, whether at home or in the office, helps you locate documents instantly, meet deadlines and reduce day-to-day stress.
Beyond productivity, a good filing system also protects you. Important documents — contracts, tax records, insurance policies — need to be stored safely and retrieved quickly when it counts. Without a proper system, things get lost, duplicated or accidentally discarded.
The good news? Setting one up doesn’t have to be complicated. Follow the steps below and you’ll have a filing system that works for you in no time.
Filing System for Home vs Office (What’s the Difference?)
While the principles of a good filing system are the same wherever you work, the practicalities differ quite a bit between a home and an office setup.
At home, you’re typically dealing with a smaller volume of documents — think household bills, insurance policies, medical records and personal correspondence. The priority is simplicity: a system you can maintain on your own, without much space or complexity. A compact two-drawer filing cabinet or even a set of labelled folders in a storage box is often enough.
In an office environment, the stakes are higher. You’re managing contracts, client files, HR documents, financial records and compliance paperwork — often across a team. Here, security matters (lockable cabinets), scalability matters (room to grow) and consistency matters (everyone needs to follow the same system).
| Home Filing System | Office Filing System | |
|---|---|---|
| Volume | Low | High |
| Users | Individual | Team |
| Security needs | Basic | Lockable storage |
| Complexity | Simple | Structured |
| Space | Limited | Dedicated |
Step-by-Step: How to Set Up a Filing System
Setting up a filing system doesn’t have to be overwhelming. Break it down into four simple steps and you’ll have a system that works — and that you’ll actually stick to.
Step 1: Choose Your Filing Cabinet
The first step is finding the right storage solution for your needs. Think about how much space you have available, how many documents you need to store, and how often you’ll need to access them.
Filing cabinets come in all shapes, sizes and materials. For a home office, you might want something that blends with your existing décor — a compact two-drawer wooden cabinet works well in most domestic settings. For a corporate office, prioritise capacity and security: a four-drawer lockable steel cabinet gives you both.
Not sure where to start? Browse Viking’s range of filing cabinets to find the right fit for your space.
Step 2: Sort Your Documents
Before you start filing, get everything out and sort it into four piles:
- To Do — Documents that still require action, such as unpaid invoices or pending forms. Keep these visible and separate so nothing slips through the cracks.
- Archive — Documents you need to keep for reference but don’t need regularly. This will likely be your largest pile.
- Recycle — Anything you no longer need that doesn’t contain sensitive information.
- Shred — Sensitive documents you no longer need should be shredded rather than binned. A good office shredder is an essential part of any filing setup.
Step 3: Label and Categorise
Once sorted, it’s time to organise your archive pile into a logical structure. There’s no single right way to do this — it depends entirely on the nature of your documents. A few common approaches:
Alphabetical — works well for client files or supplier records. Chronological — ideal for invoices, receipts or anything date-sensitive. By project — useful for freelancers or project-based teams. By category — household bills, insurance, medical, tax etc. for home filing.
Whatever system you choose, make sure your labels are clear and consistent. Avoid over-complicating it — if the logic isn’t immediately obvious to someone else, it probably needs simplifying.
Step 4: Archive and Shred
With your categories in place, file your archive documents and deal with the rest. Shred anything sensitive, recycle what’s left and resist the urge to keep documents “just in case”. A filing system that’s clogged with unnecessary paperwork defeats the purpose.
One useful rule: if you have a digital copy stored securely, you probably don’t need the paper version too.
How Long Should You Keep Documents in the UK?
Not sure what to keep and what to shred? Here’s a quick reference guide based on current HMRC guidelines:
Document Type How Long to Keep Self-assessment tax records 22 months after end of tax year Self-employed / sole trader records 5 years after 31 January deadline Limited company accounting records 6 years from end of financial year PAYE records (employers) 3 years after end of tax year VAT records 6 years Insurance documents 7 years after policy ends Contracts and business agreements 6 years minimum Always check the latest guidance on GOV.UK as requirements can vary depending on your circumstances.
Pierre Henry Maxi Steel Filing Cabinet with 2 Lockable Drawers 400 x 400 x 660 mm Silver, White
Pierre Henry Maxi Steel Filing Cabinet with 2 Lockable Drawers 400 x 400 x 660 mm Black
Pierre Henry Maxi Steel Filing Cabinet with 2 Lockable Drawers 400 x 400 x 660 mm Grey
Pierre Henry Steel Filing Cabinet with 2 Lockable Drawers Maxi 400 x 400 x 660 mm White
Bisley Filing Cabinet 4 Drawers Lockable 470 x 622 x 1,312 mm Grey
Filing System Ideas That Actually Work
There’s no universal filing system that works for everyone — the best approach depends on the nature of your documents and how you work. Here are the most common methods, with their pros and cons.
- Alphabetical: The most intuitive system for most people. File documents by name — client surname, supplier name, or document title. Works best for client files, contacts or product records. Easy to maintain and easy for anyone to navigate, even if they’re not familiar with your system.
- Chronological: File by date, most recent first. Ideal for invoices, bank statements, receipts and any document where the date is the most relevant reference point. Works particularly well alongside an alphabetical system — file by name, then by date within each folder.
- By Category: Group documents by type rather than name or date. For a home filing system, this might look like: Bills, Insurance, Medical, Tax, Property, Vehicle. For an office, think: HR, Finance, Legal, Clients, Suppliers. Simple and effective for smaller volumes of documents.
- By Project or Client: Popular with freelancers, agencies and project-based businesses. Each client or project gets its own folder containing all relevant documents — briefs, contracts, invoices, correspondence. Easy to pull everything related to one job in one go.
- Hybrid: In practice, most effective filing systems combine methods. For example: top-level folders by category, sub-folders alphabetical by client, documents within each folder ordered chronologically. Don’t be afraid to mix approaches — the goal is a system that feels logical to you.
Which Filing System Is Right for You?
Not sure which approach to go with? Answer these three questions:
- Do you deal with lots of different clients or projects? If Yes, go for a client or project-based system.
- Is the date the most important reference point for your documents? If Yes, chronological is your friend.
- Are you filing for personal/household use or a small team?
- Personal: a simple category-based system is all you need.
- Small team: go alphabetical or hybrid, so anyone can navigate it.
Still unsure? Start with categories. You can always refine your system as you go.
Best Filing Storage Solutions
A good filing system is only as strong as the storage behind it. Here’s a breakdown of the main options and when to use them.
Filing Cabinets
The backbone of any serious filing setup. Available in two, three or four-drawer configurations, in steel or wood, with or without locks. A two-drawer cabinet suits most home offices; a four-drawer lockable model is better suited to a busy office environment where security matters. Browse Viking’s range of filing cabinets to find the right fit.
Lever Arch Files
Lever arch files are ideal for storing large volumes of documents on a shelf rather than in a drawer. Great for archive material you need to access regularly — financial records, project files, reference documents. Label the spine clearly and they’re easy to navigate at a glance.
Suspension Files
Designed to hang inside filing cabinet drawers, suspension files are the most common way to organise documents within a cabinet. Use one per category or client, with a clearly labelled tab. Pair with foolscap folders inside each suspension file for an extra layer of organisation.
Document Boxes and Storage Boxes
Perfect for deep archive material — documents you need to keep for legal or compliance reasons but rarely access. Stack them, label them clearly on the side, and store them out of the way. Document boxes and storage boxes are cost-effective solutions for bulk archiving.
Desktop Filing Trays
For documents that are actively in use — your “To Do” pile, documents awaiting sign-off, incoming post. Keep these on your desk for easy access and clear them regularly to avoid buildup. Browse Viking’s range of desktop filing trays to keep your active documents within reach.
Common Filing Mistakes to Avoid
Even the best filing system can unravel quickly if you fall into these common traps.
Creating too many categories
More folders doesn’t mean more organisation. If you have a separate folder for every conceivable document type, you’ll spend more time deciding where to file things than actually filing them. Start broad and only add sub-categories when you genuinely need them.
Inconsistent labelling
“Invoices 2023”, “2023 Invoices”, “INV_2023” — pick one format and stick to it. Inconsistent labels make navigation a nightmare, especially when someone else needs to find something in your system.
Letting the “To Do” pile grow
A filing system with a permanently overflowing inbox defeats the purpose. Set aside time each week — even 15 minutes — to process and file new documents. Little and often beats a monthly mountain every time.
Keeping everything “just in case”
A bloated filing system is almost as useless as no system at all. Be ruthless. If you have a digital copy stored securely, you don’t need the paper version. If the document has no legal or practical value, shred or recycle it.
Never reviewing the system
Your filing needs will change over time — new clients, new projects, new document types. Schedule a light review every six months to make sure your structure still makes sense and archive or purge anything that’s no longer relevant.
Mixing personal and business documents
Especially common in home offices. Keep them physically separate — ideally in different drawers or different cabinets entirely. Mixing the two creates confusion and can cause real problems at tax time.
FAQ
What is the best filing system for a home office?
The best home office filing system is one you’ll actually maintain. For most people, a category-based system — Bills, Insurance, Medical, Tax, Property — stored in a compact two-drawer filing cabinet works well. Keep it simple, label everything clearly and review it every six months.
How do I create a filing system from scratch?
Start by gathering all your documents in one place and sorting them into four piles: To Do, Archive, Recycle and Shred. Then choose a filing method (alphabetical, chronological or by category), label your folders clearly and file everything away. The steps above walk you through the full process.
How do I organise a filing cabinet?
Use suspension files to divide your cabinet into broad categories, then use labelled folders within each suspension file for more specific document types. Keep your most frequently accessed documents at the front or in the top drawer, and archive older documents towards the back or bottom.
How long should I keep documents in the UK?
It depends on the document type. HMRC requires self-employed individuals to keep records for five years after the Self Assessment deadline, while limited companies must retain accounting records for six years. See our full guide above for a complete breakdown.
What’s the difference between a home and office filing system?
The core principles are the same, but the scale and complexity differ. A home filing system typically handles a small volume of personal documents managed by one person. An office filing system needs to be more robust — secure, scalable and easy for a whole team to navigate consistently.
