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A fundamental aspect of a well-run office is a well-managed file management system [1]. The perfect office file management system contributes towards making filing less tedious and facilitates neatness. Offices are known to generate loads of paperwork and document thus the need for filing systems. It also makes it easy and quick to file and retrieve documents by enabling storage of records in a particular order. A good filing system helps to increase productivity, accessibility to materials as well as giving the office a professional look.

Physical filing equipment
A filing cabinet is office equipment used to store physical files which are usually in folders. They offer a convenient way to store important files and paperwork that is currently not in use hence minimizing desk clutter. The perfect filing cabinet should have features that match the needs of the office such as lockable drawers among others. The other equipment that can be used to store physical files is the open shelves. Unlike file cabinets, open shelves are known to occupy lesser space as well as allow easy and convenient access to files. Open shelves are suitable for the storage of paper documents as well as other forms of record formats. Rotary cabinets [2] and mobile shelves [3] can also be utilized in offices with limited office space. 
Proper storage of physical files is essential for any organization. To efficiently use the physical storage equipment, it is necessary for a firm to have equipment like ring binders [4] for categorising files. The perfect physical filing equipment should help protect the files from damage as well as facilitate tidiness in the office. For easy access, the files can be colour coded to represent various categories of files. The file folder or document wallets can also be labelled and arranged in alphabetical order.

Digital filing equipment
In addition to storing files physically, firms can also take advantage of the existing technology and opt to store files digitally. Electronic documents are saved directly into the system, whereas the physical files can be scanned into the systems. There are various ways in which the firm can digitally store the files. For instance, the company can use Dropbox [5]. This is an online filing system that offers cloud storage and file synchronization. This filing system helps to keep the firm's data and team in sync. It also facilitates easy and secure file sharing. Also, the data can be accessed on any device, and one does not have to be online to do so.
The firm can also use eFileCabine [6]t online for its digital filing. This is a cloud-based storage system that allows companies to store any file regardless of the size. Data stored in eFileCabinet can be easily accessed through the internet and are therefore suitable for business trips, client meetings among other essential duties held outside the office. 
To avoid the risk of losing files and documents that are stored online, it is important to also create backups on external devices such as an external hard drive. This is because the digital filing equipment can be physically damaged or attacked by a virus leading to the loss of data. Physical files can also be backed up in case there is a failure of digital filing equipment.