Discover the 13 types of folders for physical and digital documents

The organization of documents is a key process for the proper functioning of any company, office, or institution. As information flows increase—both physically and digitally—so does the need to establish technical criteria for categorizing and storing these files. And it is at this point that the choice of types of pasta becomes strategic.

A folder isn't just a physical container or a digital directory. It represents a functional structure that determines how information will be accessed, preserved, protected, and shared over time. In times of LGPD, constant audits, and accelerated digital transformation, neglecting this aspect can result in lost productivity, legal risks, and increased operational costs.

The importance of standardization also ties in with transparency and traceability. When documentation is properly organized from the source—whether in a physical accordion folder or a digital directory in the cloud—processes flow better, errors decrease, and rework costs are reduced. And secure digitization further reinforces this scenario, as we explain in this article.

Types of physical folders most used in companies

Physical folders follow specific storage, categorization, and access standards. Below, we highlight the most common models, their practical applications, and usage recommendations.

1. Accordion folder

Ideal for organizing multiple documents separated by tabs. It has internal dividers that facilitate filing by topic, date, or category. Widely used by freelancers and departments that handle multiple projects simultaneously, such as legal and tax departments.

Recommendation for use: Store invoices, customer contracts, monthly receipts, and travel documents. The accordion structure prevents papers from getting mixed up or misplaced, making it ideal for continuous archiving workflows. In paper-based signature processes, it's common for manually signed documents to be stored here before going through the digitalization steps. To understand why this can be avoided, check out our content on how digital signature works.

2. Catalog folder

With plastic dividers and spaces for labeling, the catalog folder is efficient for quick-reference files. It's widely used in corporate environments where reference materials need to be kept accessible.

Recommendation for use: registration forms, resumes, product catalogs, and operational procedures. Standardizing dividers is useful for audits, as it allows for quick access to documents separated by topic. Companies that don't yet use a standardized digital process for displaying and distributing printed files often use the catalog folder as a physical reference base.

3. Folder with rail clip (or corrugated folder)

Widely used for documents that cannot be punched, as it keeps the papers securely fastened without damaging them. The center staple allows for sequential filing.

Recommendation for use: Employee files, legal proceedings, academic records, or signed contracts. Because these documents require authentication or page verification, maintaining the correct physical sequence is vital. In environments that adopt legally binding electronic signatures, this type of folder tends to be less used—which contributes to paper reduction.

4. Hanging folder

Designed for use in sliding filing cabinets or vertical drawers, it allows for quick location and easy removal of documents. It uses metal rods for stability.

Recommendation for use: Customer files, accounts payable and receivable, protocols, and internal records. It offers practicality for frequent handling and organization, especially when physical files are constantly updated. When migrating to digital environments, these documents are usually converted to PDF, following standards such as those of Decree No. 10.278/2020.

5. Folder L (plastic)

A simple, envelope-shaped design with a side opening that protects the contents from dust and excessive handling. It's economical and widely used in office routines.

Recommendation for use: Presentations, business proposals, internal communications, and official letters. This template is recommended for temporary documents that do not require long-term storage. For documents that will be stored digitally, it is best to use digitization with legal validity and include metadata for tracking.

6. Elastic folder

Similar to the L folder, but with a closing system that allows for greater security when transporting and storing loose documents.

Recommendation for use: Contracts, certificates, signed proposals, and documents that need to circulate between departments. Ideal for companies that still maintain hybrid processes and need to ensure that documents don't get lost or misplaced.

7. Cash register folder (with lever)

It offers excellent storage capacity and is ideal for both fixed and periodic files. The lever mechanism makes inserting and removing sheets easy.

Recommendation for use: accounting, client files, meeting minutes, and administrative processes. Widely used in permanent archives. Companies that use digital contract templates tend to significantly reduce the number of physical documents stored in this format.

8. Dead file

It's not a folder, but a storage system used to store old files and inactive documents. It's essential in any structure that needs to meet legal document retention deadlines.

Recommendation for use: Tax documents, medical records, closed processes, and records with a defined retention period. By using timestamps on digital documents, the transition to electronic storage becomes even more secure.

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Types of digital folders and good organizational practices

With the digitalization of processes, the proper structuring of digital folders has become part of document governance. More than just aesthetic organization, it's an operational necessity that ensures traceability, security, and productivity. Automation and adoption of digital signatures in PDFs are effective ways to achieve this.

9. Folders by area or sector

Dividing digital folders by department (finance, legal, HR, marketing, etc.) is one of the most efficient practices. It facilitates delegating access and allows each team to organize their files independently.

Good practices:

• establish standard nomenclatures: Ex: FIN_Contracts_2024;
• define people responsible for each directory;
• use solutions that allow signatures by sector, such as electronic signatures by department.

10. Folders by year and month

Very common in accounting, this model prioritizes the chronology of records, facilitating consultation and audits. It allows archiving by date and provides consistency over time.

Good practices:

• use ISO date standard (YYYY-MM);
• archive only final versions (avoid duplications);
• implement routines with mass digital signature for repetitive contracts

11. Folders by client or project

For companies that handle multiple clients or projects simultaneously, this format ensures that all relevant documentation is grouped in one place.

Good practices:

• use standardized acronyms to name clients;
• include subfolders: “proposals”, “contracts”, “meetings”;
• organize signed files using a digital document manager.

12. Folders by document type

Complementary model to the previous ones, it groups files according to their nature: contracts, presentations, certificates, reports, etc.

Good practices:

• avoid mixing personal and professional files;
• establish review frequency (monthly or quarterly).

13. Automated folders via software

Solutions like Google Drive, Microsoft SharePoint, and Dropbox Business allow for automated folder creation and organization using templates, optimizing teamwork and information security.

Good practices:

• use access permissions;
• integrate with electronic signature systems such as ZapSign.

What are the best types of folders for your company?

The choice between the various types of pasta Whether physical or digital, it depends on the volume of documents, frequency of use, level of confidentiality, and your organization's internal workflows. Regardless of the model chosen, it's important that there's a clear standard, someone responsible for maintaining it, and technology that complements the organization with security and agility.

If your company still faces challenges with scattered files, printed contracts, and digital disorganization, it's worth rethinking your processes and investing in comprehensive solutions like ZapSign.

After all, document management is a strategic asset that protects data, ensures efficiency, and improves the performance of your operation as a whole. So, stay with us and click here to see how our platform benefits the organization of your electronic documents!