Binders & Folders

FAQs

What are the Key Features to Look for When Choosing a Binder or Folder for Business Use?

With a variety of binders and folders available, the features that matter to your needs will depend on what you’re looking for. Some are good for basic organisation, others more ideal for presenting, and there are those better-suited to ongoing document archiving. 

So, let’s take a quick look at some of the most common binder and folder solutions and what they’re best for.

• Ring binders

  • Typically come in 2, 3, and 4-ring variations.

  • Fantastic option for punch-holed document organisation.

  • D-ring binders tend to hold more paper while O-ring binders make it easier to flip through pages.

  • Can be great for things like training manuals, reports, company policy documentation

• Presentation binders

  • Often feature clear overlay sleeves on the front, back and/or spine, allowing you to customise them for branding.

  • Maintain a professional appearance for client-facing meetings and presentations.

  • Great choice for pitches, portfolios, and business proposals. 

• Lever arch files

  • These are an ideal option when you need to secure large volumes of paper/documentation. Most lever arch files can hold 300+ sheets.

  • They have a sturdy, secure locking mechanism that can be opened through the use of a lever.

  • Ideal option for longer term storage of things like financial records, legal documents, archive files, etc.

• Suspension files

  • Suspension files are designed to hang on rails in filing cabinets.

  • They allow you to efficiently file and categorise high volumes of documents and sheets.

  • Provide easy access via filing cabinet drawers and can just as easily be moved and sorted as needed.

  • Often used for admin filing and providing simple access to shared company records.

How Do Presentation Binders Differ from Regular Binders in Terms of Use and Organisation?

As the name suggests, presentation binders are intended for use in presentations - whether you’re presenting to a client, customer, or for other reports or sales pitches. They’re not designed to be used as long-term organisational solutions, but rather focus on features that will help them stand out during a presentation. This can include clear overlay sleeves so you can insert a custom cover and utilise branding. They may also feature higher-quality materials to give them a more premium feel for their use.

Regular binders, on the other hand, are all about organisation. The focus isn’t on aesthetic appeal for a good presentation, but rather on function. As such, they usually don’t include overlay sleeves or any design flourishes to make them appear premium, but are instead built to withstand daily wear-and-tear so you can reliably use them for organising key documents and files for the long-term.

Can I Store Documents in Folders for Long-Term Use, or Do I Need a More Durable Solution for Archiving?

While you can certainly make use of folders for some long-term storage, we would recommend more durable solutions if you’re looking to archive over several years.

If you do decide to use folders and/or binders for some long-term storage, keep the following in mind:

• It’s best to only store low-risk and low-traffic documents in this way. This can include things like past project notes, outdated training manuals, and reference materials.

• You need to ensure you store them properly. Ideally, this will be a cool, dry place where you can store the document upright (such as in a filing drawer). Quality folders and binders can last for years when stored properly.

• You should maintain some form of organisational visibility that simplifies the process of browsing or accessing specific documents without needing to completely unbox everything.

Remember that there can always be risks to only using binders and folders. They may not be as durable (especially those that are intended for shorter term use, such as manilla folders) and could deteriorate over time. Exposure to moisture and dust can expedite wear down, which is why better sealed options tend to be preferable. 

For better protection of documents, consider archive boxes, plastic storage containers that can keep moisture and dust out, or opt for digital storage by scanning documents and uploading them to a secured hard drive or cloud storage platform.

What is the Best Binder Solution for Organising Large Amounts of Business Paperwork or School Files?

Lever arch files are undoubtedly the best option when you need to organise significant amounts of documentation - whether at work or in a school setting, which is why Office Choice highly recommends them. 

Lever arch files hold a significant number of pages per file, often ranging anywhere between 300 to 500+ pages. They’re the perfect choice for bulk office paperwork, documenting and storing annual reports, keeping important HR documents for referral, etc. They’re similarly beneficial for keeping essential school documents safe, including those related to finances, HR, important student records, and so on. They can also be easily labelled and sticky tabs can be added to more clearly divide up sections.