Getting to Know the Different Types of Binders

Offices use binders to systematically keep documents. While nearly all industries have embraced digital technology, printed documents remain valuable for various reasons. Binders ease access to these documents, allowing office workers to find the paper they need without spending a long time scouring through the storage room. Here are some popular types of binders that can be found in offices.

Soft cover binders. Usually made of thin plastic or heavy paper, soft cover binders are flexible and therefore normally used to bind documents at a small scale, particularly around 30 to 40 sheets of regular paper. Some soft cover binders are see-through to allow users to view the first page of the bound documents for easy reference. The thickness of this binder comes pretty handy to be carried around the office.

Pocket binders. Some binders have pockets inside them to provide additional storage space for documents that simply cannot be bound with the rest of the documents. These binders usually have hard covers made of leather, thick heavy paper, or plastic. Often designed with wide spine, they can accommodate more than 40 sheets of regular paper, making them ideal for large-scale binding in storage rooms.

Ring Binders. Unlike other types of binders, this one's holding capacity depends on the size of the ring on its spine. This means that they are designed to hold more paper. However, the documents to be bound have to be punched first.

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Found Bound: Using Binders for Easier Later Access

Archiving paper documents is an extremely tiresome task – and recovering these very files on a later date is even more exasperating. Even when properly sorted in a filing cabinet, it’s not unusual for employees to fumble through the archives, scattering documents left and right. Evidently, it’s not enough to just sort files and put them in either cabinets or storage boxes.

Compiling these very documents and organizing them before storage can save workers from the trouble of having to dive through mounds of random papers. The easiest way to do this would be to use office binders. Using an office binder, a business can essentially collate related files and bind them together in a book-like fashion, which is certainly easier to recover and scan through when needed.

Office binders work by binding together papers with a series of unlockable rings along its inner spine. Naturally, papers to be filed into a binder need to have holes punched along their side to fit into the opened rings. Of course, if a document can’t be tampered with or punched, businesses might want to store such files using another method. Otherwise, office binders are extremely effective in sorting files, and they make looking for specific documents a breeze.

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Printing with Heat or Crystals?

You can generally categorize inkjet printing systems into two: Epson and everybody else. It's because the printer market, for the most part, adopts the thermal bubble system that uses heat to print and produce documents and images. On the other hand, out of the Big Three printers (Canon, Hewlett-Packard, and Epson), Epson is the only brand that widely used piezoelectric printing. The brands are becoming more diverse in the systems they choose, with some offering both systems.

In a thermal bubble system, heat produced by a set of resistors vaporizes the ink, forcing it to form a bubble. The moment the bubble pops, the resulting action will draw more ink out of the cartridge and to the printing surface. The system is capable of firing up to 600 droplets of ink at a time via nozzles, one droplet per nozzle.

On the other hand, a piezoelectric system harnesses the vibration properties of piezo crystals. While experts say you can make some at home using Rochelle salt, the ones used in printers and various applications use ceramic materials that require special processes. The crystals vibrate in response to an electric current, pushing the ink out of the nozzle and drawing more ink from the reservoir.

For true versatility, consumers can go for the Xerox Phaser 8560, which can print, scan, copy, and fax with ease. 

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Assembling Binders for College

College is when you begin experiencing stuff high-school alumni barely hinted at during your senior year and is the one phase that will define where you’re going professionally. However, with the goings-on in college and the struggle to make good on the academics, it can be a drag to bring so many notebooks, thereby highlighting the need for a secure binder to help you manage your affairs.

First, you will need to assemble a heavy-duty binder, a set of dividers and tags, college-ruled binder paper, and a three-hole puncher. List down the subject titles in each divider tag and tape them to the corresponding dividers. A good rule of thumb is to arrange sections in chronological order, especially if the schedule of classes is more or less the same each week.

A puncher will be essential when you get some handouts that must be inserted in the binder, as the device has its own attachment rings. Put it at the front of the pack for easier reference. Have a ready reserve of binder paper in your bag so you can be prepared at all times.

Keeping your notes organized is one way to crack the stress of college life. With all your notes and handouts in one stack, your study time will be much more productive.

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A Look into Document Retention Schedule

If you have been put in charge to handle the organization of documents at your office, then you're in for a lot of work. However, organizing documents is not entirely a Herculean task. All you need is to follow the standard document retention schedule and sorting out these documents will be a breeze; in the end, you might even find yourself freeing up some extra space after identifying files that you should have thrown away a long time ago.

A schedule for retaining documents exist primarily for auditing purposes, especially when it comes to accounting and tax records. Bank deposit slips, interim financial statements, sales and cash register receipts, employee expense records, and employee payroll records are recommended to be retained for about four to six years. On the other hand, annual financial statements and cash disbursements, and purchase journals are ideally kept permanently, unless otherwise instructed.

On the tax records side, sales and use tax returns and pension and profit-sharing informational returns are recommended to be kept for good, while the ideal retention period for payroll tax returns is no more than four years. Still, remember that this schedule is just general guidelines, and sometimes companies formulate their own document retention schedule according to their needs and their own company policies. Whatever guidelines you choose to adhere to, keep all these files organized according to their type by using high-quality binders.

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