Guide to choosing a document holder?

Published in Document Holders on Thursday, 23 April 2009
by Catherine Albert  |   Articles RSS

How do you know if a document holder will help you work more comfortably and effectively? Usually we are so used to the way we work we don't even realise that we could make it better or easier for ourselves.

There are a number of reasons where you might consider using a document holder. If you have documents all over your desk creating disorder, or you find yourself reaching around documents to use the keyboard, twisting to read papers or your neck and shoulders are aching from constantly bending over, than you might find a document holder useful.

There are 3 main types of document holder and each have their advantages and disadvantages. It really just depends on the work you do and the area you have to do it in. Remember to buy the document holder appropriate for the work you do for most of the time.

1. Holders that attach to your computer screen.

These are really only useful for touch typists who do not need to look at their hands while typing. They are also only useful for a couple of sheets of paper so of no help if you have books, ledgers or large files you need to flick through.

Advantage:

These take up very little desk room so can be useful if space is at a premium.

Disadvantage:

• They only hold a couple of A4 sheets so if your task uses lots of pages you simply wont be able to fit what you need on the document holder or you may need change the pages frequently.
• Changing the pages can be awkward as you are reaching across the desk so it can be a problem if you have shoulder pain.
• If you need to look at the keyboard while you key than you will have to keep moving your head up and down between the document holder and the keyboard which may not be comfortable if you have neck problems.

2. Holders that sit on the desk

There are two types - smaller  light weight ones with a base that can be positioned where ever you like on the desk and then there are the sturdier more solid document holders There are a range of styles varying from vertical stands to wide shelf style holders.

 A. Light weight holders suitable for individual pages

These are usually positioned to the side of the monitor or the side of the keyboard. As they are designed to sit in a vertical position they cannot fit between the monitor and keyboard without obstructing the screen.

Advantages:

• These are lightweight and take up a small amount of desk space.
• They can be moved easily around the desk if you change your task frequently.

Disadvantages:

• They are only suitable for a couple of pages of A4 so they are not useful if you use ledgers, open files, books. etc
• You need to reach at shoulder height to change the pages so that can be awkward if you have shoulder problems.
• You can't easily refer to different pages because only one page will be visible at a time.

B. Larger document holders that sit between the screen and your keyboard

 

The larger document holders will accommodate ledgers and at least two sheets of A4 side by side so they fit open files which can be useful. However because they are sturdy they are also bulkier so its a trade-off between desk space and size of document you need to accommodate.

 Advantage:

• They can hold large and even heavy documents, ledgers, open files.
• They are easier to turn the pages of a document because the documents lie flatter 
• There is less reaching if you need to adjust the document, turn to page etc
• They sit between the screen and keyboard so you don't have to twist your head to view the documents.

Disadvantage

• They can take up quite a bit of the desk area and are often too bulky to lift on and off the desk throughout the day so you need to be happy to have it permanently on the desk.

3. Holders that are suitable for reading and writing tasks

Do you need to write on the documents as well. If so you may need to consider a read + write document holder. These are designed so the top of the document holder slides down over the keyboard. In this way you can write on your document without having to move your keyboard out of the way, or twist to the side. When you have finished writing and want to go back to using the keyboard you just push the sliding surface back up

Advantage:

Allow a more comfortable position for writing, reading and moving between writing and keying tasks.

• They eliminate any twisting to the side to write.
• There are three different widths to choose from

Disadvantage:

• These document holders are designed to fit between the screen and the keyboard and they are at least 35cm in depth so you need a reasonably wide desk area to accommodate screen, document holder, keyboard and still have some desk space to rest your forearm.
• Secondly if you have a very wide keyboard the document holder may not be wide enough to slide over the top of the keyboard. Always measure the width of your keyboard first or be prepared to buy a shorter keyboard that fits underneath.

What else is available.

If you have limited room and want a document holder for the desk consider some of the simpler options available.

If you just need a book holder than there are small cost effective book holders for a fraction of the price.

If you just need a single sheet than a page-up holder may suffice.

Choose the right document holder for the job and it can make a considerable difference to the amount of discomfort you get from working and help to keep your work organised

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